Event venue rental agreement template

Event Venue Rental Agreement

This Event Venue Rental Agreement (the "Agreement") is made on 2023-10-01 (the "Effective Date") between Venue Owner Inc. ("Owner") with an address of 123 Venue St and Renter Name ("Renter") with an address of 456 Renter Rd.

1. Venue and Event Information

Venue Name: Grand Hall

Venue Address: 123 Venue St, City, State

Specific Spaces Included: Main Hall, Kitchen (e.g., main hall, ceremony area, kitchen, outdoor patio, parking lot)

Event Type: Wedding Reception (e.g., wedding reception, corporate meeting, birthday party, conference)

Event Date: 2023-12-01

Event Day: Saturday

Expected Guest Count: 150 (maximum capacity: 200)

2. Rental Period and Access Times

Rental Date: 2023-12-01

Event Start Time: 06:00 PM

Event End Time: 11:00 PM

Access Time: Renter may access venue starting at 02:00 PM for setup

Departure Time: Venue must be vacated by 12:00 AM

Total Rental Hours: 10 hours

Rehearsal/Setup Day: None (if applicable)

Extended Hours: Available at additional cost of $200 per hour

3. Rental Fees and Payment Terms

Venue Rental Fee: $2500

Security Deposit: $500 (refundable)

Cleaning Fee: $200

Additional Fees:

• Setup/Breakdown Labor: $150
• Audio/Visual Equipment: $300
• Extended Hours: $0
• Additional Rooms: $0
• None

Total Cost: $3650

Payment Schedule:

• Deposit to Reserve Date: $1000 (due upon signing)
• Second Payment: $1000 (due 30 days prior)
• Final Payment: $1650 (due 14 days prior)

Payment Method: Credit Card

Late Payment: Payments not received by due date will incur a late fee of $50.

4. Security Deposit Terms

Deposit Amount: $500

Purpose: To cover potential damages, excessive cleaning, violations of venue rules, or additional fees.

Refund Timeline: Deposit will be refunded within 14 days after the event if:

• No damage to venue or equipment
• Venue is left in acceptable condition
• All rules and regulations are followed
• No additional fees are incurred
• Event ends on time

Deductions: Owner may deduct from deposit for:

• Repairs to damaged property
• Replacement of missing items
• Excessive cleaning beyond normal use
• Overtime charges
• Violation penalties

5. Permitted Use and Event Details

Permitted Use: Venue may only be used for: permitted use description

Prohibited Activities:

• Smoking indoors (unless specified): smoking policy
• Illegal activities
• Damage to property
• Exceeding maximum capacity
• Open flames or candles (unless approved): candle policy
• Confetti, glitter, or rice (indoors): confetti policy
• Nails, tacks, or permanent adhesives on walls
• additional prohibitions

Alcohol Policy: alcohol policy Alcohol service requires: alcohol requirements (e.g., licensed bartender, liability insurance)

Music/Noise: Music must end by music end time. Volume must comply with: noise requirements

6. Venue Amenities and Equipment

Included Amenities:

• Tables: included tables (table specifications)
• Chairs: included chairs (chair type)
• Linens: linen details
• Audio/Visual: av included
• Kitchen Access: kitchen access
• Parking Spaces: parking spaces
• Restrooms: restrooms
• Climate Control: hvac details
• WiFi: wifi details
• Other: other amenities

Available for Rental:

• Additional tables/chairs: additional furniture cost
• Upgraded AV equipment: av upgrade cost
• Dance floor: dance floor cost
• Other equipment: other equipment rental

7. Vendor Requirements

Approved Vendor List: vendor list policy (must use approved vendors / may use own vendors)

Required Vendors: required vendors (e.g., must use venue's preferred caterer)

Vendor Insurance: All vendors must provide proof of liability insurance of at least vendor insurance requirement.

Vendor Access: Vendors may access venue starting at vendor access time.

Certificates of Insurance: Must be provided to Owner by coi due date.

Catering Requirements: catering requirements

Bar Service: bar service requirements

8. Setup and Breakdown

Setup: Renter is responsible for setup unless: setup assistance

Breakdown: Renter must:

• Remove all decorations and personal items
• Break down any rented equipment
• Dispose of trash in designated areas
• Clean up spills or messes
• Return furniture to original configuration (if applicable)
• Leave venue in condition found

Professional Cleaning: cleaning service (included / Renter must arrange)

Failure to Clean: If venue is not left in acceptable condition, cleaning costs of up to cleaning penalty will be deducted from security deposit.

9. Insurance and Liability

Renter's Insurance: Renter must obtain event liability insurance with minimum coverage of required insurance amount naming Owner as additional insured.

Proof of Insurance: Must be provided to Owner by insurance due date.

Liquor Liability: If serving alcohol, liquor liability insurance of liquor liability amount is required.

Renter's Liability: Renter is liable for:

• Injury to persons or property during the event
• Actions of guests and vendors
• Damage to venue beyond normal wear and tear
• Theft or loss of venue property

Owner's Liability: Owner is not responsible for:

• Loss, theft, or damage to Renter's property or decorations
• Injuries occurring during event
• Vendor performance or failures
• Acts of third parties

10. Cancellation and Postponement

Cancellation by Renter:

• More than cancel full refund days days before: Refund of cancel full refund
• cancel partial days start to cancel partial days end days before: Refund of cancel partial refund
• Less than cancel no refund days days before: cancel no refund
• Deposit is non-refundable in all cases

Cancellation by Owner: Owner may cancel if:

• Renter breaches material terms of this Agreement
• Renter fails to make payments
• Venue becomes unavailable due to circumstances beyond Owner's control

If Owner cancels without cause, all payments will be refunded.

Postponement: Event may be postponed to another date subject to venue availability. Deposit will be applied to new date. If new date is not available, standard cancellation terms apply.

Force Majeure: Neither party liable for cancellation due to acts of God, natural disasters, pandemics, government orders, or other circumstances beyond reasonable control.

11. Rules and Regulations

Renter and all guests must comply with:

• All venue rules and policies
• Local laws and ordinances
• Fire codes and occupancy limits
• Noise ordinances
• Parking regulations
• Owner's instructions and requests

Violations: Violations may result in:

• Immediate termination of event
• Forfeiture of security deposit
• Additional charges
• Legal action

12. Parking

Parking Included: included parking spaces spaces

Parking Location: parking location

Valet Service: valet availability

Parking Fees: parking fees

Overflow Parking: overflow parking

13. Indemnification

Renter agrees to indemnify, defend, and hold harmless Owner from all claims, damages, losses, and expenses (including attorney fees) arising from:

• Renter's use of the venue
• Acts or omissions of Renter, guests, or vendors
• Bodily injury or property damage during the event
• Violation of laws or regulations

14. Representations and Warranties

Owner Warrants:

• Owner has legal authority to rent the venue
• Venue meets all applicable building codes and safety requirements
• All amenities listed will be in working condition

Renter Warrants:

• All information provided is accurate
• Renter will comply with all terms of this Agreement
• Guest count will not exceed stated maximum

15. Force Majeure

Neither party shall be liable for failure to perform due to causes beyond reasonable control including natural disasters, fires, floods, pandemics, government actions, or acts of war.

16. Entire Agreement and Amendments

This Agreement constitutes the entire agreement. Modifications must be in writing signed by both parties.

17. Governing Law and Jurisdiction

This Agreement shall be governed by the laws of governing jurisdiction.

Disputes shall be resolved in the courts of dispute location.

18. Severability

If any provision is invalid, remaining provisions continue in effect.

19. Notices

Notices shall be sent to the addresses above or:

Owner Contact: owner contact name Owner Email: owner email Owner Phone: owner phone

Renter Email: renter email Renter Phone: renter phone

20. Signatures

The parties agree to the terms and conditions set forth above as demonstrated by their signatures below: