As we begin to reopen COVID Secure sites we must make our existing and new customers aware of changes in their Terms and Conditions.
We will be asking all existing customers to resign contracts with the new terms and conditions and making our new customers aware of these additional terms upon booking with us.
The following terms and conditions have been added to ensure that customers agree to adhere to safe and compliant lettings whilst managing the risks associated with the activity which they are hosting.
Due to the current COVID-19 Global Pandemic, the following additional terms are in place in respect of Our contract with You
16.1 You are required to keep contact information for your Guests for 21 days after your event. You acknowledge this responsibility and the need for Us to provide your contact information, as the lead of your group, to NHS Test and Trace as required. After 21 days, this information should be securely disposed of or deleted
Why? In order to re-open we must be able to support NHS Test and Trace. The most practical way to achieve this is for the Lead booker to keep this information. The alternative is for each individual to sign in on every occasion they attend site. We feel that this is likely to slow down entry to the premises and increase the risk of congregations forming of different groups. More information on what is required can be found here. https://www.gov.uk/guidance/maintaining-records-of-staff-customers-and-visitors-to-support-nhs-test-and-trace
16.2 You, and any of your Guests, must not attend site if you are experiencing symptoms of COVID-19 or have been advised to self-isolate. The latest information can be found here https://www.nhs.uk/conditions/coronavirus-covid-19/symptoms/
Why? This one is straightforward; having people on site with symptoms or who should be self-isolating is not at all safe and we need you to get this message across to your groups.
16.3 If a member or members of your group have COVID symptoms or have to self-isolate, We will permit You to cancel without charge. We require You to put the cancellation in writing to us at firstname.lastname@example.org. The cancellation clauses detailed in section 7 remain in force in all other situations. If you wish to invoke this term, You need to advise Us that the cancellation is as a direct result of a case, or suspected case, of COVID within your group.
Why? We don’t want to disincentivise you from cancelling if you need to due to COVID. Note in all other circumstances our normal cancellation terms will be used so it is important you make it clear the reasons for cancellation.
16.4 You are responsible for ensuring Your activities are appropriately risk assessed and that the controls in Your assessment are followed. We will require You to submit an appropriate operating plan for your booking and We will store this against this agreement. We will periodically monitor Your booking to ensure You are complying with Your plan and will advise You if We believe You are breaching it. We reserve the right to terminate Your booking and this agreement if We consider that You are repeatedly failing to follow Your controls and any controls which We have advised You of.
Why? We need your help and commitment in operating a safe environment. We hire the space to you however once you are in it, it is up to you to ensure that you are following the guidance for your activity. We understand that this will mean you have to adapt and it is for you to decide what is the most appropriate way to do this. We do however need to take steps to ensure bookings are appropriate and in line with prevailing guidance. We cannot allow unsafe bookings to occur on school premises and this term allows us discretion to act in circumstances where we consider there to be a problem. If you work with us on this, and stick to the plan we have agreed with you, this will not be an issue.
16.5 As per clause 7.3, if You consider a facility unsafe or not fit for the intended purpose, You must notify us immediately and not commence Your activity. By commencing Your activity You undertake that all areas being used have been checked, and are safe and suitable for your contracted activity. As per clause 7.3, We will credit and, where required, refund the hire fee if you do not believe the areas to be safe and suitable.
Why? Under our normal operating procedures, we ask you to sign a sheet of paper that confirms that the areas used have been checked and are safe and suitable for use. We think that passing pens, paper and clipboards between groups is a risk we can avoid at this time. This term is there to replace that sheet and it is important that you understand that you need to check the safety of your facility every time you attend and before you commence. Our staff are on hand to assist with making the space safe and if it cannot be made so, we will provide you with a refund as per our existing terms.
If you have any questions surrounding these terms and conditions, please don’t hesitate to get in touch.