Supplementary conditions of hire for the Covid 19 pandemic

Revised version applicable from 19 July 2021



1   All lettings shall be subject to these supplementary conditions.

2   These conditions are subject to change in line with government guidance.


3   Where Trinity Church is notified in advance of cancellation by the hirer that is necessarily caused by government guidance or rules, Trinity Church will waive cancellation charges.

Risk Assessment

4   Trinity no longer requires to see Covid Risk Assessments prepared by hall users but we urge everyone to continue to take actions that help to keep hall users safe.

Behaviour of invitees

5   The Hirer shall ensure that their invitees are aware of, and provide sufficient supervision to ensure they follow, the following instructions:-

a)  Nobody shall loiter in any communal area such as corridors, which must be kept clear for free movement around the building.

b)  Anyone waiting to drop off or collect children or others shall wait outside the building.

6   The Hirer shall encourage their invitees to:- 

a)  use the hand sanitiser provided on arrival at the premises. 

b)  observe safe-distancing to the extent possible and recognise that others may be trying to observe safe distancing and respect their wishes.

7   The hirer shall supervise their invitees and, in particular where there is a risk of congestion (e.g. collection of children) shall supervise entry and exit from the premises to prevent congestion.

Other precautions

  Ventilation should be maximised.   During lettings the hirer may close the windows and internal doors to the hall for the duration of their meeting only if necessary, and should keep them open before and afterwards.  External doors shall be kept open.    Whilst Trinity will have heating on during the colder months, the hall temperature may be lower than usual given the ventilation arrangements.

9   The kitchen may be used if booked for food preparation, and may be used for drinks.  It must be left clean and tidy.  Trinity’s china, glassware, cutlery and utensils can be made available by specific agreement but otherwise should not be used.

Contact tracing

10   The hirer shall maintain a record of attendees including names and contact numbers which shall be made available to the relevant authorities if required for contact-tracing purposes. 

11   The hirer shall provide details of an alternate contact point for provision of this information if needed.  Trinity Church will provide the hirer’s and alternate contact point’s contact details to the relevant authorities if they so request to facilitate contact tracing.

12  Trinity will display NHS QR code posters at entrances to the halls to enable people to “check-in” using the NHS Covid-19 app if they so choose. 

13   The hirer shall advise Trinity Church urgently if they are aware that anyone with Covid 19 symptoms, or who tested positive for Covid 19 and should be self isolating, either is, or has been, on the premises.

(Issued 15 July 2021)

A pdf version can be downloaded here.