Risk Assessment for: Vicars Cross Community Centre (VXCC)
Reason for Risk Assessment: To make sure people know what they need to do to maintain safety and reduce the spread of Covid-19 when hiring the centre.
Carried out by: Jodie Ronan
Date of Assessment: 16th Feb 2021 (Updated: 09/04/2021)
Please note: This risk assessment was carried out in line with Government and Public Health guidance that was available to date and may require further update if guidance were to change.
It is the responsibility of the hirer of VXCC to follow this risk assessment and share the contents therein with those who attend their session. This is to ensure everyone is aware of the guidance that needs to be followed during the hire. If you have any questions about this risk assessment, please speak to Jodie Ronan - Centre Manager in advance of your event as staff may not be on site to assist on the day of your booking.
If you produce your own risk assessment specifically for your session held at VXCC, please share this with the Centre Manager in advance of your booking date.
VXCC management has the right to suspend or cancel sessions (in line with Conditions of Hire) if sessions are not following Covid-19 safe guidance.
Vicars Cross Community Centre – Special Conditions of Hire
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 centre, as outlined in VXCC Covid-19 Secure Risk Assessment and displayed at the centre entrance, in particular using the hand sanitiser supplied when entering and exiting the centre.
You undertake to comply with the actions identified in the centre’s risk assessment, of which you have been provided with a copy.
You will be responsible for cleaning door handles, light switches, window catches, equipment, toilet handles and seats, wash basins and all surfaces likely to be used during your period of hire before other members of your group or organisation arrive and to keep the premises clean through regular cleaning of surfaces during your hire, paying particular attention to wash hand basins and kitchen sinks (if used), using your own ordinary domestic cleaning products. You will be required to clean again on leaving.
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 48 hours, and that if they develop symptoms within 10 days of visiting the premises they should use the Test 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 (except fire doors) open as far as is convenient. You will be responsible for ensuring they are all securely closed on leaving.
You will ensure that no more than  people attend your activity/event, in order that social distancing can be maintained. You will ensure that people attending do so in groups of no more than 6 (unless they are a “qualifying group”) and that such groups do not mingle. You will ensure social distancing of 2m between individuals or groups is maintained by everyone attending as far as possible, including while waiting to enter the premises, that they observe the one-way system within the premises (if used for your activity), and as far as possible observe social distancing of 1m plus mitigation measures 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 the toilets at one time.
You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or those 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.
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 six or less people 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), face coverings and good ventilation. If tables are being used, you will place them so as to maintain social distancing across the table between people from different household groups who are face-to-face e.g. using a wide U-shape.
You MUST keep a record of the date and time the activity started and the name and contact telephone number or email of all those who attend your event (or a member of any group of up to 6 people who attend together). This can be done either by operating an advance booking system which collects these details, or by asking everyone who attends to use the NHS QR poster at the centre entrance to register their attendance and by keeping a record of any who do not register using their smartphone app and the centre’s NHS QR poster.
You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bins provided before you leave the centre. All other rubbish should be taken away with you when you leave the centre.
Users are encouraged to bring their own drinks and food. If food or drink is being served (as distinct to being made on a DIY basis) it must be served only at tables or as a takeaway service. Provision of food or drink MUST cease before 10pm (i.e. be cleared away by then). If food and drink is served at tables you MUST ensure there is no mingling between groups at different tables, which must be seated in accordance with SC6.
We will have the right to close the centre if there are safety concerns relating to COVID-19, for example, if someone who has attended the centre develops symptoms and thorough cleaning 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 centre you should remove them to the designated safe area which is the rear fire exit area. 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 ask them to 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 Centre Manager if this occurs.
For events with more than 30 people (when allowed) you will take additional steps to ensure the safety of the public in relation to COVID-19 and prevent large gatherings or mass events from taking place, for example by operating a booking system or providing attendants or stewards 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 row by row.
In order to avoid risk of aerosol or droplet transmission you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music loudly or broadcasts at a volume which makes normal conversation difficult.
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.
Where a group uses their own equipment: You will ask those attending to bring their own equipment wherever reasonably practicable and not share it with other members. You will also 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 away.
You will encourage all those attending your activity to wear a face covering unless an exemption or other government guidance applies to the activity. A face covering is not required when people are eating or drinking but they should be seated.
Please sign and return a copy of this document to VXCC Centre Manager
Session held at VXCC: