Risk Assessment for WI Hall Edenbridge – reopening following the Government guidelines under COVID-19 restrictions
Version 1 6 September 2020
This document has been created following Government guidelines and the Action with Communities in Rural Areas (ACRE) guidance. It is a supplement to the WI Hall ordinary Risk Assessment.
A copy will be published on Edenbridge Town Village Hall Charity’s website and in the Hall itself.
Important Notes:
- The COVID-19 Risk Assessment may need to be updated in the light of any new government advice that may be
- This document should be read in conjunction with relevant legislation and guidance issued by government and local authorities.
- This document is not intended to be comprehensive and Edenbridge Village Hall Charity or ACRE cannot be held responsible for any errors or omissions, factual or otherwise, arising from reliance on it. It is not a substitute for independent professional and/or legal
Risk Assessment for WI Hall
Version 1 6 September 2020
| Area or People at Risk | Risk identified | Actions to take to mitigate risk | Notes |
| Staff, contractors and volunteers/ trustees – Identify what work activity or situations might cause transmission of the virus and likelihood staff could be exposed | Cleaning surfaces infected by people carrying the virus.
Disposing of rubbish containing tissues and cleaning cloths. Deep cleaning premises if someone falls ill with CV-19 on the premises.
Occasional maintenance workers may introduce virus. |
Stay at home guidance if unwell at entrance of the Hall. Staff/volunteers provided with protective overalls and plastic or rubber gloves. Contractors provide their own.
Staff/volunteers advised to wash outer clothes after cleaning duties. In the event deep cleaning is required a contractor will be engaged. |
Staff/volunteers may need guidance as to cleaning. For example, cloths should be used on light switches and electrical appliances rather than spray disinfectants, rubberised and glued surfaces can become damaged by use of spray disinfectant too frequently.
The Hall would be closed until considered safe to reopen. |
| Staff, contractors and volunteers/trustees– think about who could be at risk and likelihood staff/volunteers could be exposed. | Staff/volunteers who are either extremely vulnerable or over 70.
Staff carrying out cleaning, caretaking or some internal maintenance tasks could be exposed if a person carrying the virus has entered the premises or falls ill.
Mental stress from handling the new situation. |
Cleaner employed to clean premises regularly.
Hirers to ensure pre and after session clean. Time allowed between hiring sessions. Cleaning sprays and cloths to be provided Talk with staff, volunteers/ trustees and hirers regularly to see if arrangements are working and adapt as necessary.
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Staff, hirers and volunteers will need to be warned immediately if someone is tested positive for COVID-19 who has been on the premises.
Details of a person’s medical condition and/or age must be kept confidential, unless the employee/volunteer agrees it can be shared. It is important people know they can raise concerns. |
Risk Assessment for WI Hall
Version 1 6 September 2020
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Numbers allowed in the Hall
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Overcrowding |
Restrict numbers |
Keep max numbers under review Max 20 at 6/9/20
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| Car park and exterior areas | Social distancing is not observed as people congregate before entering premises, or wait to collect children from classes.
People drop tissues or facemasks. |
Hirers to be advised they are responsible for managing the waiting area
and advised of 2metre guidance. Cleaner asked to check area outside doors for rubbish which might be contaminated, e.g. tissues. Wear plastic gloves and remove. |
Transitory lapses in social distancing in outside areas are less risky, the main risk is likely to be where people congregate or for vulnerable people.
Ordinary litter collection arrangements can remain in place. Provide plastic gloves for cleaner/ volunteers. |
| Entrance hall/lobby | Possible “pinch points” and busy areas where risk is social distancing is not observed in a confined area.
Door handles, light switches in frequent use. |
Identify “pinch points” and
busy areas. Consider use of signage and possibly floor disks to remind of social distancing.
Hirers to be encouraged to wear face masks when moving around the premises.
Encourage use of separate entrance and exit doors. Hand sanitiser to be provided but this is supplementary to hirers providing own.
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Hand sanitiser needs to be checked regularly / as required.
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| Main Hall | Door handles, light switches, window catches, tables, chair backs and arms.
Soft furnishings which cannot be readily cleaned between use, eg Window curtains, User notice boards.
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Door handles, light switches, window catches, tables, chairs and other equipment used to be cleaned by hirers
before use as well as by hall cleaner as part of normal duties. Social distancing guidance to be observed by hirers in arranging their activities.
Hirers to be encouraged to wash hands regularly.
Hirers to be encouraged to wear face masks when moving around the premises.
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Hirers encouraged to wear gloves if touching window curtains and any other items which are more difficult to clean and likely to be touched by the public.
Provide hand sanitiser.
Provide cleaning materials in designated area for hirers to use. |
| Furniture/Chairs/Tables | Use of chairs, tables in main hall
Upholstered chairs in committee room |
To be cleaned by hirers
before use and after hiring.
Committee room closed until further notice
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Provide cleaning materials in designated area for hirers to use. |
| Toilets | Social distancing difficult. Surfaces in frequent use = door handles, light switches, basins, toilet handles, seats etc.
Baby changing and vanity surfaces, mirrors. |
Hirer to control numbers accessing toilets at one time, with attention to more vulnerable users. Hirer to clean all surfaces etc before public arrive unless staff have precleaned out of hours.
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Ensure soap, paper towels, tissues and toilet paper are regularly replenished. |
| Kitchen | Social distancing more difficult Door and window handles Light switches
Working surfaces, sinks Cupboard/drawer handles. Fridge/freezer; cooker, microwave, dishwasher. Crockery/cutlery Kettle/hot water boiler. Hatch.
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Kitchen closed until further notice.
Consider encouraging hirers to bring their own Food and Drink for the time being. |
First aid box and fire blanket situated in kitchen. |
| Committee Room | Social distancing more difficult in smaller areas.
Door and window handles, light switches. Upholstered chairs. Floor carpet less easily sanitised. Small kitchen appliances and surfaces. |
Committee room to be closed until further notice. | |
| Stage
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Social distancing difficult.
Door handles, light switches, curtain handle etc. Equipment in this area is not normally in use |
Stage area closed until further notice. | |
| Changing Room
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Social distancing not possible. Door handles, light switch.
Hanging rails and clothes.
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Changing area closed until further notice.
Hirers of changing area unlikely to require access to performance equipment/clothes at this time.
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Risk Assessment for WI Hall
Version 1 6 September 2020
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Boiler room / Upstairs Storage room
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Social distancing not possible. Door handles, light switch.
Equipment needing to be moved not normally in use |
Public access unlikely to be required.
Hirers of storage areas unlikely require access to performance equipment at this time. |
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| Store cupboards (cleaner etc) | Social distancing not possible Door handles, light switch | Public access unlikely to be required. Cleaner to decide frequency of cleaning. | |
| General Storage areas (eg, under stage) (furniture/equipment) | Social distancing more difficult Door handles in use.
Equipment needing to be moved not normally in use |
Hirer to clean equipment required before use.
Hirer to control accessing and stowing equipment to encourage social distancing. |
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| Track and Trace | Continuous infection / spread COVID-19 | The hirer is responsible for keeping records of attendees/other parties and holding them for 21 days.
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The Hirer is responsible to inform the appropriate authority as well as WI Hall management via Edenbridge Town Council of any virus contraction by a session attendee.
Hall management / ETC to contact subsequent hirers / Track and Trace accordingly.
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