What Is a Venue Rental Agreement?
A venue or event space rental agreement is a legally binding contract between the owner of a venue and an individual or entity seeking to use the space. The written document defines the exact time, purpose, costs, and permissions. It also offers protection for everyone involved and defines their obligations.
Use a written agreement to secure a hall rental or party rental. An event space agreement defines the terms for use of facilities, and is commonly used for the following events:
- Weddings
- Corporate conferences
- Family gatherings
- Concerts
- Pop-up business events
- Fundraisers
Use Legal Templates’s free venue rental agreement template to protect your event space. Include the terms necessary and ensure proper usage, payment, and protection.
How to Write a Venue Rental Agreement
Writing a venue rental contract ensures you and the renter have a clear understanding of the terms. Create an effective agreement and guard your interests with the following steps:
- Identify the owner and renter: Provide the property owner’s full legal name and identify the legal name of the individual or entity renting the event space.
- Describe the venue: Include the venue type and the full address. Also, describe the specific event and mention any equipment or facilities included in the rental.
- Set the time frame of the rental: Provide the agreement’s start and end dates. For a one-day event, outline the renter’s arrival and departure times, and consider additional time for setup or cleanup.
- Outline the payment terms: Communicate with the renter regarding the rates for the venue and any equipment, accommodations, or services. Include the total rental cost, payment method, due date, and security deposits.
- Decide on cancellation terms: Note your cancellation period and include policies for fees or refunds. A set timeline and fees protect the owner from losses caused by last-minute changes or cancellations.
- Agree on the rules: The renter and owner should discuss policies for smoking, animals, noise levels, maximum capacity, alcohol, and decorations on the property. Write these permissions or limitations into your agreement, and use an amendment form if terms need to be changed or removed later.
- Determine communications: Select how the renter will receive communications from the owner. Consider using personal delivery, courier services, certified mail, or email, and keep a record of messages.
- Set the governing law: Note which state’s laws will apply to your agreement. Generally, this is the state in which the venue is located.
- Detail conflict resolution: Choose ahead of time how to handle potential conflicts. Select from court litigation, arbitration, or mediation processes.
- Sign and date: The owner and renter must sign to show their understanding and obligation to the agreement. Include the date of the agreement with these signatures. Ensure that an authorized individual signs on behalf of any businesses named in the agreement.
Event space owners may also consider adding terms regarding release of liability forms or insurance requirements.
Event Space Rental Agreement Sample
View the sample event space rental agreement below with the necessary terms and formatting. Use Legal Templates’s customizable document to create your agreement; available in PDF & Word format.
