1. Parties
This Event Venue Rental Agreement (the "Agreement") is made on [DATE] between [VENUE OWNER OR MANAGER NAME], of [ADDRESS] (the "Venue"), and [CLIENT NAME / ORGANIZATION], of [CLIENT ADDRESS], phone [PHONE], email [EMAIL] (the "Client"), together the "Parties". The Client's on-site contact during the event is [NAME, PHONE].
2. Premises and Event
The Venue rents to the Client the following space at [VENUE ADDRESS]: [ROOMS / HALL / GROUNDS], together with [TABLES, CHAIRS, KITCHEN, AV EQUIPMENT, PARKING, OTHER ITEMS] (the "Premises"). Areas not included: [AREAS]. The Premises will be used only for the following event: [TYPE OF EVENT, e.g. wedding reception, company party, workshop] (the "Event"). Any other use requires the Venue's prior written consent.
3. Date, Hours, Setup and Teardown
Event date: [DATE]. Access for setup begins at [TIME]. The Event runs from [START TIME] to [END TIME]. All guests must leave by [TIME], and teardown and removal of all items must be finished by [TIME] (together, the "Rental Period"). Deliveries and vendor load-in: [TIMES AND ENTRANCE]. Staying beyond the Rental Period costs [AMOUNT] per [HOUR / HALF HOUR], and the Venue may end the Event at the agreed time to comply with its permits or local noise rules.
4. Capacity and Conduct
The number of people on the Premises, including guests, vendors, and staff, must not exceed [NUMBER] at any time, which is no more than the occupancy limit that applies to the Premises. The Client will give the Venue a final guest count by [DATE]. The Client is responsible for the conduct of guests and vendors, will keep fire exits and aisles clear, and will follow these rules: [NO OPEN FLAMES EXCEPT ENCLOSED CANDLES / NO CONFETTI, GLITTER, OR RICE / DECORATIONS ONLY WITH (APPROVED METHODS) / AMPLIFIED MUSIC ENDS AT (TIME) / NO SMOKING INDOORS / OTHER RULES].
5. Fees and Payment
Rental fee: [AMOUNT] for the Rental Period. Additional charges: [CLEANING FEE, STAFF OR SECURITY FEE, EQUIPMENT FEE, OR NONE]. Applicable taxes: [AMOUNT OR RATE]. Total: [TOTAL AMOUNT]. Payment schedule: a booking payment of [AMOUNT] on signing to reserve the date, and the balance by [DATE], by [PAYMENT METHOD]. The date is not reserved until this Agreement is signed and the booking payment is received.
6. Security Deposit
The Client will pay a refundable security deposit of [AMOUNT] by [DATE]. The Venue will return it within [NUMBER] days after the Event, less reasonable costs for damage beyond normal wear and tear, extra cleaning, missing items, overtime under section 3, or fines caused by the Client, its guests, or its vendors, with a written list of deductions. The Parties will walk through the Premises together before and after the Event where practical and note any existing damage.
7. Vendors
The Client [MAY USE VENDORS OF ITS CHOICE / MUST CHOOSE FROM THE VENUE'S APPROVED VENDOR LIST, ATTACHED]. All vendors must follow this Agreement and the Venue's rules, and caterers must hold any license or permit required for food service. The Client will give the Venue a list of vendors with contact details by [DATE]. Vendors that will use electricity, rigging, open flames, or heavy equipment must agree their plans with the Venue in advance.
8. Alcohol
Alcohol is [NOT PERMITTED / PERMITTED ONLY IF SERVED BY THE VENUE / PERMITTED ONLY IF SERVED BY A LICENSED AND INSURED BARTENDER OR CATERER]. Alcohol may not be sold to guests unless the seller holds the required license. Whoever serves alcohol will check identification, will not serve anyone under the legal drinking age or anyone who appears intoxicated, and will stop service at [TIME]. The Client is responsible for compliance by its guests and vendors.
9. Insurance
The Client will [OBTAIN AN EVENT LIABILITY POLICY WITH LIMITS OF AT LEAST (AMOUNT) PER OCCURRENCE / NOT BE REQUIRED TO OBTAIN INSURANCE], [INCLUDING HOST LIQUOR LIABILITY COVERAGE IF ALCOHOL IS SERVED], and will deliver a certificate of insurance [NAMING THE VENUE AS AN ADDITIONAL INSURED] at least [NUMBER] days before the Event. Vendors working at the Event will carry their own liability insurance in amounts reasonable for their services.
10. Damage, Liability and Indemnity
The Client is responsible for damage to the Premises or the Venue's property caused by the Client, its guests, or its vendors, beyond normal wear and tear. The Venue is not responsible for items left at the Premises before, during, or after the Event. To the extent permitted by law, each Party will indemnify the other against claims arising from its own negligence or breach of this Agreement, and the Client will indemnify the Venue against claims arising from the conduct of its guests and vendors, except to the extent caused by the Venue's negligence or the condition of the Premises.
11. Cancellation and Rescheduling
If the Client cancels in writing: more than [NUMBER] days before the Event, the Venue keeps the booking payment and refunds any other amounts; between [NUMBER] and [NUMBER] days before, the Venue keeps [PERCENTAGE]% of the rental fee; fewer than [NUMBER] days before, [NO REFUND]. The Client may move the Event to another available date [ONCE, UP TO (NUMBER) DAYS BEFORE THE EVENT, FOR A FEE OF (AMOUNT)]. If the Premises cannot be used because of fire, severe weather, an order of a public authority, or another event beyond either Party's reasonable control, the Parties will try to agree a new date within [NUMBER] months; if they cannot, the Venue will refund all amounts paid, and neither Party will owe anything more.
12. General Terms
This Agreement is a rental of the Premises for the Rental Period only and does not create a lease or tenancy. The Client may not assign it or sublet the Premises without the Venue's written consent. It is governed by the laws of [GOVERNING LAW JURISDICTION], is the entire agreement between the Parties about the rental, and may be changed only in writing. If any provision is held invalid, the rest remains in effect. The Parties agree that this Agreement may be signed electronically and in counterparts, each of which is an original and all of which together form one agreement.
13. Signatures
VENUE: [VENUE OWNER OR MANAGER NAME], by [AUTHORIZED SIGNER NAME, TITLE] Signature: ____________________ Date: [DATE] CLIENT: [CLIENT NAME / ORGANIZATION], by [AUTHORIZED SIGNER NAME, TITLE, IF AN ORGANIZATION] Signature: ____________________ Date: [DATE]