Venue Rental Agreement Template

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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

Paper titled "Venue Rental Agreement" and a woman preparing for an event

A venue rental agreement is a legally binding contract to ensure that all the necessary elements are covered in advance. A venue rental agreement template will help to stipulate the terms of engagement between a tenant and property owner for an event space rental. The legal document created from the template should include the event details, payment terms, obligations of both parties, and any cancellation or refund policies. The parties may even have a venue rental agreement 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 the terms for renting an event venue. The venue rental 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

A 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 a specific organized 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, photography 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 terms that can be found in a venue rental agreement template and other rental contract examples:

  • Event date — State the date of the event facility rental, including the start and end dates if multiple days;
  • Event type — State the type of event for which the tenant will be renting the space (e.g., 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 (e.g., additional charge for electricity and water, rental of tables and chairs, etc.);
  • Start date and time — List the times 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 the tenant, include whether the parties will be required to submit to mediation or arbitration in lieu of filing a complaint in court;
  • Governing law — List the state and city whose laws will bind the parties to the venue rental 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 the amounts for each; and
  • Other terms and agreements — Include any miscellaneous terms and conditions as necessary for the event or location when filling out the venue rental agreement template.

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 as follows.

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 party’s:

  • 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

When filling out your venue rental agreement template, 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 venue rental agreement template should also specify what will happen if the final guest count exceeds the number agreed to in the contract.

Payment Terms

The venue rental agreement will encompass the following payment terms for consideration: 

  • Rental rate, fees, and payment method — The completed venue rental agreement template should clearly state the amount the client is required to pay and the preferred payment method. Additionally, it should outline whether a reservation or security deposit is necessary and specify the amount the renter must pay for the deposit if applicable. 

  • Penalties for late payment — The completed venue rental agreement template should also outline penalties for late payments in case the tenant fails to settle balances on time. It is imperative to specify the penalties for late payments to avoid confusion or disputes. 

  • Overage fees — When the event extends beyond the agreed time, the renter must pay overage fees specified in the venue rental agreement. These penalty fees can be calculated based on the amount of time the event exceeds the agreed time, using a rate per hour or per day.

  • Storage fees — The venue rental agreement should indicate whether there will be charges for keeping equipment in the venue before the event or for leaving equipment or other personal property at the venue overnight or for any period after the event. This clause will ensure that both parties understand the storage fees to avoid misunderstandings.

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

A professional venue rental agreement template should include a space to add a comprehensive list of additional items or services that the proprietor will provide alongside the rental. These services 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 venue rental agreement should also specify the responsibilities of the tenants. These venue usage rules may include:

  • Ensuring that meetings are held with the event staff in order to establish what may be expected during the event;
  • Ensuring that the tenant is aware of venue-specific rules and regulations that all attendees should adhere to;
  • Establishing the manner in which restitution will be made to the proprietor for any damages; and
  • Establishing collaboration between the tenant and the proprietor with the event manager and/or event planner. 

By outlining these responsibilities in the completed venue rental agreement template, both parties can have a successful event and avoid misunderstandings or disputes.

Signatures of the Parties

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

Who Can Use This Document?

Anyone who is planning to rent a venue for an event — whether for a wedding, conference, meeting, party, or other type of gathering — may want to use a venue rental agreement template. The parties who can use this document include:

  • Individuals renting spaces for private events. A venue rental agreement template can be used to ensure that expectations are clear upfront and help to resolve any disputes that may later arise. 
  • Businesses renting venues for corporate events like product launches, training, or conferences. The venue rental agreement ensures that the venue understands the business’s specific needs and requirements. 
  • Event planners and coordinators renting spaces on behalf of clients. A venue rental agreement protects the planner or coordinator in case of issues between the venue owner and the client. 
  • The venue owner should also insist on a signed venue rental agreement for any leased or rented space. This protects the owner by documenting permitted and restricted uses of the venue and by outlining the renter’s responsibilities and potential fees. 

Generally, any individual or business that is renting a venue for an event — as well as the venue owner — should use a venue rental agreement to outline the terms of the rental and manage risks. 

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 — In your venue rental agreement, you will describe what you plan to achieve through the event. Different events require different space and amenities, so it is important to define the objective before looking for available venues.

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

  • Event size — How many people are expected to attend 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. Include extra time if you are responsible for setting up, breaking down, and cleaning to avoid being charged for using the venue longer than the venue rental agreement period.

  • 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 more 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 start and end time and date. 

Negotiate With the Facility Owner

When a prospective tenant requests a quote, the venue owner may send a venue booking contract for the tenant to review and sign. The venue rental agreement will list the rights and responsibilities of each party. It is important to carefully consider whether the event details, payment details, amenities, policies for canceling and rescheduling, and other aspects of the contract are in accordance with your needs. 

If you require additional allowances or hope to receive a discounted price, negotiate with the owner to reach a mutually beneficial agreement. Also be sure that you fully understand the terms of the venue rental agreement template by asking questions during negotiations. You may inquire about the facility’s alcohol policy, permitted behavior or activities, and noise restrictions that should be observed. Additionally, you may request 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, it is important to note 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 the preferred vendors and other service providers have satisfactory reputations before signing the completed venue rental agreement template.

Host Your Event

You are ready to host your event according to the dates and times indicated in your signed venue rental agreement. During the event, 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 returning things at the location — tables, chairs, etc. — to their proper order, performing a final walk-through, paying the last installment, and returning keys. 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 was any damage to the property resulting from the event. If there is any damage, the owner may charge 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 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 a venue space, you must have a venue rental agreement that includes all the expectations and obligations the parties have negotiated and agreed upon. While the details of the document will vary, the following instructions will help you to write and complete a venue rental agreement template:

  1. Title and introduction: All parties to the venue rental agreement should be identified. Include the name and contact details of the venue owner as well as the name and contact details of the tenant.

  2. Rental details: Include the dates and duration of the event and the specific area that will be allowed for use by the tenant. All other services provided should be mentioned here.

  3. Rental fee and payment terms: Clearly state the rental fee, including any taxes or additional charges, and outline the payment terms and any penalties that may be applicable.

  4. Cancellation and refund policy: Include provisions regarding the cancellation of the rental agreement by either party and any applicable refund policies. Specify any penalties or fees that may be incurred for cancellations.

  5. Use of the venue: Outline the permitted use of the venue, including any restrictions or limitations. Include details about the activities that will take place and any restrictions, such as occupancy and noise limits. Mention any applicable local laws or regulations.

  6. Liability and insurance: Indicate the responsibilities for liability and insurance coverage. Determine whether the tenant is required to carry liability insurance and specify the coverage amounts. Include a clause in the venue rental agreement template that holds the tenant responsible for any damages caused to the property during the rental period.

  7. Indemnification: Include an indemnification clause that protects the venue owner from any claims, damages, or liabilities arising from the tenant’s use of the venue.

  8. Termination: Define the conditions under which either party can terminate the agreement, such as breach of contract or failure to comply with terms. Specify any notice periods required for termination.

  9. Signatures: Leave space for both parties to sign and date the venue rental agreement. It is recommended to include printed names and titles for clarity.

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

Warning

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

How 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 a venue rental agreement include:

  • Weddings (you can turn this Lawrina template easily into a printable wedding venue contract template);
  • 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 continuous personal or business occupation. A different type of rental agreement should be used when renting an apartment for someone to live in or when leasing a workspace for a business 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  

Frequently Asked Questions

When should I use a facility rental contract?

Use a facility rental contract when you wish to rent a space for short-term use. Facility rental contracts are generally used for venues like reception halls, churches, wedding spaces, and event spaces. A facility rental contract may also be used for renting a commercial space for business purposes on a short-term basis. Use an event space rental agreement form when renting out your facility for an event or when you need to lease a facility to host an event. 

What is a venue rental agreement?

A venue rental agreement template is used to create a legal contract between a venue owner and a tenant that outlines the terms of renting an event space. The agreement specifies the rules for using the space, a description of the parties to the contract, event details, payment terms, and cancellation or rescheduling policies. 

Are venue deposits refundable?

The general principle is that venue deposits are refundable. However, this often depends on how far in advance a tenant cancels an event or if there is damage to the property during the event. A comprehensive facility event space rental agreement template usually includes a cancellation policy and a property damage clause. Read the terms carefully and be sure that you agree before signing. 

What is included with the venue rental fee?

Some of the typical items covered by a standard venue rental agreement include the basic room or area rental. Most venues will provide a basic set of tables and chairs for your guests as part of the rental fee. Electricity, heating/cooling, and water are typically included for reasonable event use. Excessive use of utilities may incur an additional fee. The venue may provide necessary staff to facilitate your event during the rental period. Be sure to ask the venue representative about any additional costs that may apply for items like audio/visual equipment, damage deposits, and security or parking fees. Be sure that all the information is detailed in your completed venue rental agreement template.