Conditions of Hire &
Privacy Notice

ONGAR & DISTRICT COMMUNITY ASSOCIATION

CONDITIONS OF HIRE & PRIVACY NOTICE TO HIRERS

The Budworth Hall, High Street, Chipping Ongar, Essex, CM5 9JG

Tel: 07918 462 959 | Email: budworthhall-ongar@outlook.com | Web: www.budworthhall.co.uk 

Date: October 2026

The Ongar & District Community Association (hereinafter referred to as ODCA) endeavours to provide the Budworth Hall in a well-maintained condition, compliant with the Health & Safety at Work etc. Act 1974, the Food Safety Act 1990, and Premises Licence No. LN/210001366. In return, the ODCA expects Hirers to use the  premises and facilities in a safe and responsible manner.

IMPORTANT NOTICE TO HIRERS: Particular attention is drawn to Conditions 3, 7 (Payment & Cancellation Policy), 21 (Alcohol Restrictions), 22 (Hazardous Substances/Smoking), 24 & 25 (ODCA Non-Liability for Injury/Death/Property & Hirer Indemnity), and 29 (Fire Hazards). 

1. BOOKING, FEES & CANCELLATIONS

1. Enquiries & Confirmation: All enquiries relating to the hire of accommodation and facilities at Budworth Hall should be made to the Office. Provisional bookings must be confirmed by completion and return of a Hall/Room Hire Application Form PLUS the deposit within seven days of the provisional booking. 
2. Hirer Responsibility: The person who signs the Hall/Room Hire Application Form (hereinafter referred to as “The Hirer”) will be personally responsible for the payment of all charges payable in respect of the hiring. The Hirer will be aged 21 or over and will also be responsible for ensuring adherence to these Conditions of Hire. 
3. Deposit & Payment Terms: The non-refundable deposit must be paid at time of booking and full payment 28 days before the date of hire. ODCA reserve the right to cancel the booking if payment is not made on time. All payments wherever possible should be by bank transfer; bank details are included on the booking form. 
4. Damage & Security Deposit: The Hirer will also pay a separate damage and breach of condition hire deposit in addition to the hire charges, which may be applied in whole or in part to making good any damage, wilful or accidental, and/or breach of these Conditions of Hire. 
5. Inflatables Surcharge: An additional energy fee of £20 is payable for the use of inflatables (i.e. bouncy castles or similar). 
6. Over-run Charges: The Hirers must vacate the building by the finishing time of their booking. A penalty charge may be incurred for any booking that over-runs. The damage deposit may also be applied in whole or in part to cover penalty charges. 
7. Cancellation Policy: Notice of cancellation by The Hirer must be given in writing to ODCA at the Budworth Hall.
   – If less than 28 days’ notice is given, the full hire charge will be payable.
   – Where at least 28 days’ notice of cancellation is given, 50% of the hire charge will be payable. 
8. Right to Refuse: ODCA reserves the right to refuse to accept a booking, or refuse entry to the Budworth Hall, without being required to give a reason or explanation. 
9. Entertainment Approval: If requested, The Hirer must submit for approval a copy of the program of any entertainment being provided at the booking. In such a case only that which has been approved may be provided. Failing approval of a program, The Hirer will be allowed to cancel the hiring on payment of the appropriate fee under Condition 7 above, unless it is decided by ODCA to remit such fees. 
10. Breach of Terms: Where, in relation to a hiring, The Hirer is in breach of any of these Conditions, ODCA may, without notice, cancel any other hiring in favour of The Hirer which relate to The Budworth Hall, and may do so without being held liable or required to pay compensation for any loss sustained as a result of or in any way arising out of cancellation of the hiring.  

2. LEGAL COMPLIANCE & SAFETY

11. ODCA Right of Cancellation: ODCA reserve the right to cancel any hiring without notice where ODCA considers it necessary to do so:

    (a) as a consequence of any outbreak or prevalence of infectious disease;

    (b) for any other cause outside their control. 

12. Refunds on Cancellation by ODCA: In the event of cancellation due to causes under 11(a) or 11(b) above, any sum paid by The Hirer will be refunded, but ODCA shall not be held liable or required to pay compensation or responsible for any consequential loss as a result of or in any way arising out of the cancellation of the hiring. 
13. Insurance & Licences: All Hirers must be aware of their own legal responsibilities, including any need to provide their own insurance, licenses etc., particularly when members of the public are involved. 
14. Safeguarding: Hirers who are responsible for under 18’s and vulnerable adults will have their own standards and inspections to comply with and that these will include appropriate qualifications, safety drills, safety inspections and safety logs. ODCA may request copies of certificates e.g., public liability insurance before booking takes place. 
15. Supervision Duty: The Hirer is in charge of the premises during the whole time that the premises are open for public entertainment and shall not engage in any duties that will prevent The Hirer from exercising general supervision. 
16. Statutory Indemnity: It is The Hirer’s responsibility to ensure compliance with any statutory requirements arising from use of The Budworth Hall and The Hirer is required to indemnify ODCA against all fines, costs and expenses arising from non-compliance. 
17. Care of Premises: The Hirer is, during the hire period, responsible for the supervision of the premises, the fabric and the contents, their care, safety from damage, however slight, or change of any sort. The Hirer is also responsible for the behaviour of all persons using the premises, whatever their  capacity. 

3. PREMISES REGULATIONS & PROHIBITED ITEMS

18. Sub-letting & Illegal Use: The Hirer shall not sub-let or use the premises for any unlawful or immoral purpose or in any unlawful or immoral way. In addition, the Hirer shall not do anything or bring onto the premises anything, which may make void or avoidable any insurance policies. 
19. Dangerous Performances: Performances involving danger to the public are not permitted. 
20. Theft & Personal Property: ODCA cannot be held responsible for the theft of any belongings brought to the Budworth Hall. Items brought to the Budworth Hall are done so at their owner’s own risk. 
21. Alcohol Restrictions: No intoxicating liquor or other drink may be brought into the Budworth Hall. The consumption of intoxicating drink by persons under the age of eighteen (18) years anywhere in the building is strictly forbidden. Drinks purchased at the ODCA bar must be consumed within the building and not taken outside. 
22. Substances & Smoking: No illegal or hazardous substances are allowed to be brought onto the premises. Smoking in the building is illegal and E-cigarettes or vapour cigarettes are not permitted. 
23. Gaming & Gambling: The Hirer shall not use the premises or permit them to be used for gaming or wagering other than lawful gaming carried out in accordance with the provision of The Gaming Act 1968 or any amendments thereto and this must be made apparent on the booking form. 
24. Limitation of Liability (ODCA Non-Liability): ODCA shall not be liable for any injury “including injury resulting in death” or damage to or loss of property whatsoever which shall or may occur to or be sustained by The Hirer, his assistants, servants or agents or others entering on the Budworth Hall in the exercise or purported exercise of the hiring (except such injury or damage as by reason of the neglect of ODCA or the Trustees or their servants, or agents acting within the scope of their authority). 
25. Hirer Indemnity: The Hirer will indemnify and keep indemnified ODCA and the Trustees, their servants and agents from and against all claims and liabilities in respect of such injury or damage and all actions proceedings, costs, damages and expenses in regard thereto and also from and against all other liability claims, demands, proceedings, costs and damages and expenses in respect of injury to persons whomsoever, including injury resulting in death, and damages to or loss of property  whatsoever which may arise out of or in consequence of the exercise of the hiring.   

4. HALL MAINTENANCE & OPERATIONAL RULES

26. Damage Repairs: The Hirer shall make good any wilful or avoidable damage to or loss of property of ODCA, its Trustees, or agents or servants which can be attributed to The Hirer’s use of the premises, to the satisfaction of ODCA and within the timescale specified by an ODCA representative. The Hirer shall not be responsible for any fire damage to the property occurring other than from the act, neglect or default of The Hirer his/her servants or agents, or others entering on the property in the exercise or purported exercise of the hiring. Where ODCA themselves make good any damages or loss, the full cost of this will be borne by The Hirer and payment made within the time-scale specified by ODCA. 
27. Fire Safety & Emergency Exits: All means of exit and fire exits must be kept free at all times from obstruction and immediately available for instant public emergency evacuation. Hirers should acquaint themselves with the exits, fire exits and assembly points. Instructions in all rooms regarding fire safety and emergency procedures will be adhered to. A Fire Exit and Equipment Plan will be provided at the time of booking. Hirers must know the procedure to be adopted in the case of evacuation of the premises and be familiar with the firefighting equipment available. 
28. Supervisory Adult Staffing: In addition to The Hirer there must be at least one other adult (over 21 years old) on duty in the premises during the period of the Hall/Room hire. 
29. Combustible Materials: The Hirer will ensure that hay, straw or other hazardous items are not brought onto the premises. 
30. Right of Entry: ODCA reserve to themselves and their representatives the right to enter the premises hired at all times. 
31. Copyright & Licences: The Hirer shall not infringe any subsisting copyright or performing right and hereby indemnifies ODCA against all sums of money which the ODCA may have to pay by reason of any infringement of copyright or performing rights occurring during the period of hire. 
32. Unstaffed Security: When the Budworth Hall is un-staffed, The Hirer is responsible for the security of the room(s) hired and the building in general. 
33. Fixtures & Footwear: No nails, tacks, screws etc. shall be driven into or adhesives fixed to any of the walls, floors, ceilings, furniture or fittings except by prior arrangement with ODCA. The wearing of footwear, including stiletto heels which might cause damage to floors is not permitted, should any damage be caused the terms of Condition 26 shall apply. 
34. Vacating Premises: The Hirer will vacate the premises at the time specified on the Hall/Room Hire Application, and shall leave the premises, fixtures, fittings and other property in a clean and in as good an order as they were at the time of entry. Unless written authority from ODCA has been obtained showing a time extension, all bookings must cease by mid-night. 

35. External Contractors: The Hirer shall ensure that caterers, contractors and others, supplying or serving refreshments, or providing decorations etc. comply with all current legislation relating to food hygiene, health welfare and safety matters and remove from the premises all their articles and property by the time specified in the Hall/Room Hire Application and shall observe and carry out any instructions which may be given to them in this connection. 
36. Furniture: Furniture and other property owned by ODCA or other person(s) must not be removed from the room(s) being hired. 
37. Kitchen Use: The provision of hot water and the preparation of food are permitted only in the kitchen or other areas where special approval has been given by ODCA. No other rooms may be used for these purposes except with the prior approval of the ODCA and where The Hirer can demonstrate compliance with relevant Health and Safety Regulations and Food & Hygiene Regulations. The Hirer is responsible to ensure the kitchen and equipment are clean after use to the satisfaction of ODCA or a deduction to cover the cost will be from the damage and breach of condition hire deposit. 
38. Electrical & PAT Testing: Any alteration to, or addition to the electrical and/or lighting systems, fire system or plumbing systems is strictly forbidden, except with the special approval of ODCA who may impose special conditions. The Hirer will ensure that any electrical equipment brought onto the premises by The Hirer or his/her contractors or others has been tested and holds a valid Portable Appliance Test (PAT) certificate and is installed by a suitably qualified person before use. ODCA will not be held responsible for any death, injury, loss or damage caused by the items while they are being used on the premises. 
39. Childcare Legislation: The Hirer should note the need to adhere to all other relevant legislation in respect of the activity for which they are hiring rooms or facilities e.g. Legislation relating to the care, safety and welfare of vulnerable people and children, operation of nurseries, crèches etc. 
40. Ballroom Balloons: In the Ballroom Helium balloons must be weighed down and all other balloon types must be secured. This is to prevent the fire detection system being activated. Should this occur a deduction to cover ODCA’s costs will made from the damage and breach of hire deposit. 
41. Cleaning & Rubbish: Please leave the Hall in a clean and tidy condition at the end of each hire period. All areas used by The Hirer must be left clean and tidy, including floors swept, table tops cleaned and the kitchen wiped down.
    All rubbish must be removed from the premises upon completion of the hire. Any rubbish left behind will be removed at The Hirer’s expense.
    The Hirer is responsible for cleaning furniture after use. All equipment, goods, etc. brought onto the premises by The Hirer, their contractors, servants, agents or others must be removed at the end of the function.
    Brooms are provided for your use. If additional cleaning or caretaking costs are incurred, an extra charge will be made.
42. Amendments: ODCA reserves the right to alter or amend the conditions of hire at any time. 

ONGAR & DISTRICT COMMUNITY ASSOCIATION 

PRIVACY NOTICE TO HIRERS

1. Legitimate Interest & Processing Purpose: By contacting Ongar and District Community Association (ODCA), Hirers of our Facilities are acknowledging that in the legitimate interests of ODCA, we process their data, both manually and by electronic means, for the purposes of providing administration, management and advice. 
2. Data Collection Source: We process only information supplied directly to us by the Hirer of our Facilities at the time of contacting ODCA and from time to time subsequently. We do not acquire personal data from any other source. 
3. Data Sharing Policy: We do not share this information with any other organisation without individual consent. 
4. Security Measures: We take all reasonable security measures to protect the data. 
5. Right to Erasure: A Hirer of our Facilities may request removal of all or part of their data at any time. 
6. Subject Access Rights: A Hirer of our Facilities can be reminded of the data held by ODCA by contacting the ODCA Secretary. 
7. Data Retention Period: When an individual cease to be an active Hirer of our Facilities their data will be retained for a period of two years and then deleted. 

The Budworth Hall, High Street, Chipping Ongar, Essex, CM5 9JG

Email: budworthhall-ongar@outlook.com 

Telephone: 07918 462 959 

Web: www.budworthhall.co.uk

The ODCA is a registered charity No: 270668 | VAT No. 246 8971 15