Venue Rental Agreement

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Upd. 24, Jan, 2023
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A venue rental agreement template is a contract between a tenant and a property owner that outlines terms for renting an event space. The document stipulates the rules of engagement between the two parties, including payment terms, event details, and a cancellation or rescheduling policy. Create this legal document on Lawrina and download it in PDF in moments.
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Template Description

event tables prepared for guests

A simple venue rental agreement template lets you quickly and easily create a legally binding contract for clients and ensures that all the necessary elements are covered in advance. 

A good template will help to stipulate the terms of engagement between a tenant and property owner for renting an event space and should include the event details, payment terms, obligations of both parties, and any cancellation or refund policies. The parties may even have the venue rental agreement template reviewed by a local attorney to ensure that it comprehensively covers all state legal requirements.

What Is a Venue Rental Agreement?

A standard venue rental agreement template is used to create a short-term legal contract between an individual or business (client, renter, lessee, or tenant) and a property owner (lessor) that outlines terms for renting an event venue. The agreement specifies the rights and obligations of each party, including payment terms, rental duration, and catering or any other extra services that the property owner will provide. 

Insight

Venue rental agreement, also called event space rental agreement or venue space rental agreement, is usually treated as a legal instrument to secure the use of a space for an organized specific event. The rental space may have the necessary equipment, or the required services may be provided by the lessor to satisfy the needs of the tenant (e.g., availability of meeting room, catering services, photo services, etc.).

Parties of the Venue Rental Agreement

  • Property Owner — Include the property owner’s name, address, and contact information.
  • Tenant — Include the name, address, and contact information of the tenant who will be leasing the event space.

Key Terms

The following are relevant key terms that can be found in a venue rental agreement template and are used to create a contract for venue rental:

  • Event Date — State the date of the event for which the venue is being rented;
  • Event Type — State the type of event for which the tenant will be renting the space (e.g., a wedding, birthday party, or reunion);
  • Location — List the address and description of the location/facility that will be rented for the event;
  • Obligations of Venue Owner — List the owner’s responsibilities and exactly what the venue owner will provide, including electricity, wi-fi, water, cleaning before and/or after the event, tables, chairs, servingware, etc.;
  • Obligations of Tenant — List the tenant’s obligations, including what may be needed but will not be provided by the venue owner, such as paying for electricity and water, rental of tables and chairs, etc.);
  • Start Date and Time — List the time when the event will begin and end;
  • Number of Guests — Specify how many guests will attend the event, or state the maximum number of guests the space will safely accommodate;
  • Security Deposit — If a security deposit is required, explain what it covers and what is required for the security deposit to be returned;
  • Dispute Resolution — In case of a dispute between the venue owner and tenant, include whether they will be required to submit to mediation or arbitration before filing a complaint in court;
  • Governing Law — List the state and city whose laws will bind the parties to the agreement;
  • Waiver — Include a waiver of liability for potential damages as appropriate for the event;
  • Services Included — List any services that will be provided by the venue owner if not included in the list of obligations;
  • Cancelation Policy — Indicate whether the tenant can cancel his or her reservation of the venue and, if so, the last possible date to cancel;
  • Refund Policy — Indicate under what circumstances the tenant is entitled to a refund;
  • Payment Terms — List the deposit date and the date for each payment and include the amounts for each; and
  • Other Terms and Agreements — Include any miscellaneous terms and conditions as necessary for the event or location.

What Should Be Covered in the Contract?

A venue rental payment agreement makes the terms of engagement clear between the client and the lessor and minimizes the chances of disagreements and misunderstandings. A valid venue rental contract includes certain minimal terms.

The Names of the Space Owner and the Renter

Provide the names and contact information of the property owner and the tenant. The contact information may include the:

  • Telephone number;

  • Physical address; and

  • Email address.

The Address of the Venue

Indicate the physical address of the leased property that makes the subject of the venue rental agreement. Also include whether only a portion of the property is being rented and, if so, the areas available for parking, restrooms, or food preparation if not clearly marked.

Event Details

Provide the relevant details for the event, including: 

  • Event date;

  • Event name;

  • Type of event;

  • Event set-up date;

  • Event start and end date or time;

  • Number of guests attending; and

  • Specifications of venue setup. 

The contract should also specify what will happen if the final guest count exceeds the number agreed to in the contract. 

Payment Terms

The payment terms in the venue rental event rental agreement will include the following considerations:

  • Rental rate, fees, and payment method—Indicate how much the client must pay and the payment method. State whether a reservation or security deposit is required. Also specify the amount the renter must pay for the deposit, if required. 

  • Penalties for late payment—The contract should specify the penalties for late payments in case the tenant fails to settle balances on time. 

  • Overage fees—The event may end at a different time than agreed; therefore, specify fees required if the event goes over the agreed time. 

  • Storage fees—Indicate whether there will be charges for keeping equipment in the venue before the event or leaving equipment or any other personal property at the venue overnight or for any other period after the event.  

Cancellation and Rescheduling Policy

An excellent venue rental agreement example will also spell out terms for cancellation or rescheduling. Factors to consider include: 

  • The appropriate notice period for cancellation;

  • Circumstances under which deposit is non-refundable;

  • Consequences for canceling after the required notice period;

  • A brief justification for the cancellation policy; and

  • Considerations for rescheduling an event, including notice to be given for rescheduling and any payment implications. 

Additional Rights and Responsibilities

The venue rental agreement form should list any additional items or services the proprietor will provide alongside the rental. Some of the services or support may include:

  • Staff, such as the venue manager, parking attendants, or workers for setting up and taking down decor;

  • Catering services; and

  • Venue usage rules.

The contract may also indicate the responsibilities of the tenants, which can include:

  • Providing an event planner to coordinate with the property manager;

  • Participating in planning meetings with event staff;

  • Ensuring that guests and staff adhere to the venue usage rules; and

  • Making repairs as needed to restore the venue to its pre-event condition. 

Signatures of the Parties

For a blank venue rental contract sample agreement to be valid, both parties must sign the document. The parties may purchase a venue rental contract template printable PDF from Lawrina and use it as is or hire an attorney who can help to draft the document or confirm that the template is appropriate for the event. Once the terms are added accurately and agreed to by the parties, each party must sign the document to create a legally binding agreement.

Who Can Use This Document?

property owner giving keys to vendors

A venue rental agreement template may be used by an events property owner to craft legally binding contracts when engaging with tenants to ensure that all the necessary terms and conditions are covered for each occasion. A well-crafted template reviewed by a local attorney will help to ensure that the agreement is legally binding and that all required terms for the state are covered.

The template may also be used by a tenant who is considering leasing a venue for an event. Reviewing the standard terms and considering the general obligations and expectations in a typical venue rental agreement can help a tenant to prepare before sitting down with the property owner to negotiate the terms of the actual contract. If a tenant has questions or concerns about the terms of the agreement, he or she may want to consult with a local attorney prior to signing to learn more about his or her rights and obligations as a tenant. 

How To Lease a Venue for a Coordinated Gathering

The following tips are for the first-time venue tenant. If you are planning a gathering, you may need to lease a venue. Before you sign any agreement, however, you must find the right place.

Determine the Needs of the Event

To determine the needs of your event, consider the following key points:

  • The main objective of the event—Describe in writing what you plan to achieve through the event. 

  • Target audience and needs—Consider the target audience for the event, including any unique characteristics, and anticipate what they will need from the event. For example, if the event is for a particular community, the target audience may prefer to have the event locally. 

  • Event size—How many people are expected for the event?

  • Event duration—Most property owners desire regular use of their space to generate income. Consequently, they generally adhere to a strict schedule. For this reason, be sure to specify precisely how long you need to rent the space. Also include extra time if you are responsible for setup, breakdown, and cleaning to avoid being charged for using the venue longer than the contract period and inconveniencing new tenants. 

  • Venue atmosphere—Choose an atmosphere aligned with the objective of the event and the needs of the audience. For instance, the atmosphere may need to be slightly formal for a corporate event or more casual for a wedding reception, with ample room for guests to mingle and dance. 

Research Venues in the Preferred Area

Once the ideal event atmosphere is defined, the next step is to research venues in the preferred area. You may ask friends or family or conduct an internet search of event venues to find the right location.

Request a Quote

Contact the venue owners from your list of potential locations, review the available amenities, and request a quote. Provide any helpful information about your event, including the event objectives, type of event, number of expected guests, set-up requirements, food preparations, and event start and end time and date.

Negotiate With the Facility Owner

woman talking through the phone

After concluding a conversation about the rental cost, the venue owner may send a venue booking contract for the tenant to review and sign. In the agreement, the owner will list the rights and responsibilities of each party. Carefully consider whether the event details, payment details, amenities, canceling and rescheduling policies, and other aspects of the contract are in accord with your needs. 

If you need additional allowances, including a discounted price, negotiate with the owner to find a mutually beneficial agreement. Also take time to ensure that you understand the terms of the agreement by asking questions. Ask about the facility’s alcohol policy, permitted behavior or activities, and noise restrictions that should be observed. You may also ask for a venue walk-through to confirm that the space and its facilities will meet the needs of your event and to document any pre-existing damages.

Before agreeing to book the venue, remember that many space owners have a preferred list of vendors for every aspect of an event, including event planning and catering services. If this is the case with your chosen venue, confirm that their preferred vendors and service providers are individuals or businesses with good reputations.

Host Your Event

Host your event according to the dates and times indicated in your signed venue rental agreement. Ensure that your guests act according to the lessor’s event space usage rules. Also be sure that the space owner provided all equipment and accommodations as promised in the agreement. 

Conclude Remaining Obligations According to the Contract

After the event, you may find that you have pending contractual obligations, such as paying a final installment, returning things at the location to their proper order, returning keys, etc. When finalizing the contract, also be sure to consider whether the owner fulfilled all of his or her responsibilities according to the contract. 

The venue owner will also determine if there is any damage to the property resulting from the event. If there is any damage, the owner may charge for the cost of repairs by deducting from the security deposit or by any other method provided for in the contract. Refer to the facility rental agreement to help address any disputes or disagreements arising after the event.

How To Write a Venue Rental Agreement

Whether you are the venue property owner or a tenant renting the venue space, you will want to have a rental agreement that includes all the expectations and obligations you have negotiated and agreed upon. While the specifics of the contract may vary, following these instructions will help you to write a solid venue rental agreement:

  1. Write a clear and concise title for the contract. Call it what it is—Venue Rental Agreement.

  2. Write the names and identifying information of both parties to the agreement. Include addresses and contact details for the property owner and the tenant.

  3. Write a brief description of the intent of the agreement. For example, the parties are entering into this agreement to lease the described property for the date and times listed for hosting a wedding reception or birthday party—whatever the event will be.

  4. List the date(s) and times the event will begin and end.

  5. List any terms for cancellation, rescheduling, and refunds.

  6. State the terms of payment for renting the venue. Include the total amount and specifically state the due dates for any deposit and installments, as well as the consequences for missing or returned payments.

  7. Include a section outlining the tenant’s rights and responsibilities.

  8. Include a section that outlines the property owner’s responsibilities.

  9. State the governing law for the agreement, generally the state and county where the venue is located.

  10. Include signature lines for both the tenant and the property owner, and be sure to include a space for the date the agreement is signed. 

While these steps cover the basic essentials of a venue rental agreement, it can be helpful to have the contract reviewed by a local Lawrina lawyer to ensure that it covers all requirements for the specific state. 

Warning

Once the venue rental agreement is completed, the parties should carefully review the document to ensure that all the required information is included and correct and that the agreement contains all the rights and responsibilities of the parties.

Why and When To Use a Venue Rental Contract?

A venue rental agreement is appropriately used for the short-term rental of a property for a specific occasion. Typically, this type of agreement is used by a property owner who is in the business of regularly renting out a space to different tenants.

Common Use Cases

Some common use cases that call for using a venue rental agreement include:

  • Weddings;
  • Receptions;
  • Birthday parties;
  • Anniversary parties;
  • Retirement celebrations;
  • Class or family reunions; and
  • Other gatherings for special occasions.

When Not To Use the Venue Rental Agreement

A venue rental agreement should not be used for long-term rental situations. You will not want to use this type of rental agreement if you are renting a property for personal or business continuous occupation. A different type of rental agreement should be used when renting an apartment to live in or when leasing a workspace to exclusively occupy on an ongoing basis. 

State Law

Consult the following table when creating your venue rental agreement template. Locate your state below with the corresponding relevant state statute. Also consider contacting a Lawrina attorney in your area to discuss any questions you may have about your state’s venue rental agreement laws prior to finalizing your contact.

State Law
Alabama

Code of Alabama 35-9-4

State Law
Alaska

Alaska Code AS 34.03-010 to 34.03.380

State Law
Arizona

Arizona Code Section 9-462.01(A) (11); Title 33 – Property, chapter 3 – Landlord and tenant 

State Law
Arkansas

Arkansas Code Title 18, Chapter 17 Arkansas Residential Landlord-Tenant Act

State Law
California

CA Civil Code 1940-1954.05 DIVISION 3 – OBLIGATIONS
PART 4 – OBLIGATIONS ARISING FROM PARTICULAR TRANSACTIONS, TITLE 5 – HIRING, CHAPTER 2 – Hiring of Real Property

State Law
Colorado

Colorado Revised Statute Title 38 Property, article 12 – Tenants and Landlords

State Law
Connecticut

Connecticut General Statutes Title 47a – Landlord and Tenant 

State Law
Delaware

Delaware Code Title 25, Chapters 51-59 Residential Landlord Tenant Code

State Law
Florida

Florida State Statute Chapter 83, Part II

State Law
Georgia

Georgia Code Section 8-3-201, title 44, chapter 7

State Law
Hawaii

Hawaii Revised Statutes Chapter 521

State Law
Idaho

Idaho Statutes Title 55, chapter 23, section 55-2304

State Law
Illinois

Illinois Code, Chapter 765 Property, 765 ILCS 705 – Landlord and Tenant Act 

State Law
Indiana

Indiana Title 32 Article 31

State Law
Iowa

Iowa Code Chapter 562A-9

State Law
Kansas

Kansas State Statute Title 58, Article 25 

State Law
Kentucky

Kentucky Revised Statutes Chapter 383

State Law
Louisiana

Louisiana Revised Statutes TItle IX Lease, articles 2668-2671

State Law
Maine

Maine Revised Statutes Title 9-A, Article 11

State Law
Maryland

2021 Maryland Statutes, Real Property, Title 8 Landlord and Tenant, Subtitle 2 – Residential Leases

State Law
Massachusetts

2021 Massachusetts General Laws, Part II-Real and Personal Property and Domestic Relations, Title I, Chapter 286, Section 15 b 

State Law
Michigan

2021 Michigan Compiled Laws, Chapter 554 – Real and Personal Property act 348of 1972 Landlord and Tenant Relationships Sections 554.601-554.616 

State Law
Minnesota

Minnesota State Statute Chapter 504B Landlord and Tenant

State Law
Mississippi

Mississippi Code Section 89 Real and Personal Property, chapter Residential Landlord and Tenant Act 

State Law
Missouri

Missouri Revised Statute Title 29, Chapter 441

State Law
Montana

Montana Code Title 70 Chapter 24

State Law
Nebraska

2022 Nebraska Revised Statutes, Chapter 76 – Real Property, sections-1414-7614110

State Law
Nevada

2021 Nevada Revised Statute Chapter 118B

State Law
New Hampshire

New Hampshire Revised Statute Title III Chapter 48-A

State Law
New Jersey

New Jersey Code Section 46:8-10; 46:8-21.1,2

State Law
New Mexico

New Mexico State Statute Chapter 47, Article 8

State Law
New York

New York Real Property Law, article 7 Landlord and Tenant, Section 220-238A

State Law
North Carolina

North Carolina General Statutes Chapter 42, Article 5

State Law
North Dakota

North Dakota Cent. Cod Section 47-16 Leasing of Real Property

State Law
Ohio

Ohio Revised Statute Code Chapter 5321

State Law
Oklahoma

Oklahoma State Law Title 41

State Law
Oregon

Oregon Revised Statute chapter 90 Residential Landlord and Tenant 

State Law
Pennsylvania

2021 Pennsylvania Statutes, title 68, article V-A, sections 250.501-A-250.504-A

State Law
Rhode Island

Rhode Island Code Section, title 34, chapter 34-18, section 34-18-15 

State Law
South Carolina

2021 South Carolina Code, Title 27, chapter 40, section 27-40-310

State Law
South Dakota

2021 South Dakota Code, Title 43 Property, chapter 32 -Lease of Real Property 

State Law
Tennessee

2021 Tennessee Code, Title 66, chapter 28

State Law
Texas

2022 Texas Property Code, Title 8 Landlord and Tenant, Chapter 92 Residential Tenancies 

State Law
Utah

Utah Code Title 57, Chapter 16

State Law
Vermont

2021 Vermont Statutes, title 9, chapter 137 -Residential Rental Agreements

State Law
Virginia

2021 Virginia Code, title 55.1, chapter 12 – Residential Landlord and Tenant Act 

State Law
Washington

2021 Washington Revised Code, title 59 – Landlord and Tenant, chapter 59.04 Tenancies

State Law
West Virginia

2021 West Virginia Code, Chapter 37 Real Property, article 6 Landlord and Tenant

State Law
Wisconsin

2022 Wisconsin Code, Chapter 704 Landlord and Tenant 

State Law
Wyoming

2022 Wyoming State Statutes, title 1, chapter 21, article 12 Residential Rental Property  

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Frequently Asked Questions

When should I use a facility rental contract?

Use an event space rental agreement form when renting out your facility for an event or you have an event and seek to lease out a facility to host your event. 

What is a facilities rental agreement?

An event space rental agreement template is a legal contract between a venue owner and a tenant that outlines the terms of renting a space for an event. The agreement specifies the rules of engagement, such as the description of the parties to the contract, event details, the payment terms and the cancellation or rescheduling policy. 

Are venue deposits refundable?

The general principle is that venue deposits are refundable. However, it depends on how far in advance you cancel an event or if you damage the property during your event. A comprehensive facility event space rental agreement template usually has a cancellation policy and a property damage clause. Read them and determine if the terms will serve your interest.