Maintaining a Covid-19 safe space – guidance for room hire
Thank you for hiring the Community Room in Victoria Park Community Building. Please be assured that we are doing everything we can to ensure that the building is a safe space for all staff, and visitors to the building, and we have complied with the government’s guidance on managing the risk of COVID-19.
This document sets out the actions taken by Friends of Victoria Park, Stretford to ensure the building is COVID-19 secure. It also sets out guidance for, and expectations of, anyone who is hiring a room or space at the park.
WHAT WE HAVE DONE
• Friends of Victoria Park, Stretford have implemented a COVID-19 risk assessment which we review on a weekly basis, to ensure it is up-to-date with government guidance. All of our staff are familiar with the risk assessment, and it is available for anyone to read on request.
• We have cleaning, handwashing and hygiene procedures in place which are in line with government guidance.
• We have done everything practical to manage transmission risk and to ensure people are able to maintain a safe 2m distance from others, while working in and moving about the building.
• We maintain a signing-in system, which allows us to record the staff who are in the building at any one time, enabling us to easily trace contacts should anyone in the building test positive for coronavirus.
WHAT YOU NEED TO DO
Risk assessment. You will be expected to produce your own COVID-19 risk assessment for any activities or events you are organising, and to submit this prior to attending your room booking. We can support you in preparing this if required. We will need to sign this off before your booking goes ahead.
Maintaining safe social distancing. You are responsible for ensuring that all attendees or anyone using the building as a result of your room booking maintains a safe physical distance from others at all times. This includes when entering and exiting the building, as well as during breaks. Steps you may need to consider:
• Making use of multiple exit and entry points: to introduce a one-way flow in and out of the premises, with appropriate floor markings or signage. Any changes to entrances, exits and queues should take into account the need to make reasonable adjustments for those who need them, such as people with disabilities.
• Managing the arrival and departure times. If you are organising an activity involving different groups of people, you may need to allow longer for arrival and departure so as to reduce the pressure at exits and entrances. Visitors should be encouraged to enter and leave quickly, and to not congregate in hallways and communal areas.
• Queue management: the flow of groups in and out of the premises should be carefully controlled to reduce the risk of congestion
Face coverings. It is now mandatory for face coverings to be worn in community centres, which means in most situations visitors will be expected to wear a mask when entering and exiting the building, and when moving around communal areas. Some people are exempt from wearing masks (eg children under 11yrs) and there are various scenarios, including exercise classes, where it is permissible to take off a mask.
Please read the government’s advice on face coverings for more information: https://www.gov.uk/government/publications/face-coverings-when-to-wear-one-and-how-to-make-your- own/face-coverings-when-to-wear-one-and-how-to-make-your-own.
Please note that employees of community centres are not required to wear masks so our staff may not always be wearing face masks.
Infection control. There is hand sanitiser available throughout the building and hand soap in all toilets. All visitors to the building are asked to wash their hands thoroughly on arrival and to ensure hands are washed or sanitised frequently while in the building. Other measures to consider:
• If you are organising an activity that requires equipment of any kind (eg pens & pencils; yoga mats), the equipment should only be shared if it is adequately cleaned between uses. If equipment is to be cleaned, you will need to provide your own cleaning materials for this.
• There should be no sharing of food and drink during events. Refreshments should only be provided if you are sure there is no risk of cross-contamination.
• To ensure good ventilation, it is advisable to keep windows / doors open while using room.
Managing attendance. You should take steps to ensure that anyone who enters the Community Building is free from coronavirus symptoms and has not been in contact with anyone else who has symptoms.
Community centres are required to support NHS Test and Trace, by keeping a register of the names and contact details of all visitors. In the event we are contacted by a confirmed case you may be required to provide a list of all the people who have attended your event or activity.
Friends of Victoria Park, Stretford
4th April 2021