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Event Space Rental Agreement

Rent out a hall, barn, studio, or garden for one event, covering the spaces, hours, guest limit, fees, deposits, house rules, and cancellation. Preview first.

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What this document does

A stand-alone agreement between the owner or operator of a hall, barn, studio, rooftop, garden, or room and the person or business renting it for a one-time event, covering the spaces included, the event date and hours, the guest limit, the rental fee, retainer and security deposit, house rules on music, alcohol, catering and decorations, setup and cleanup, cancellation, weather, insurance, security staff, and responsibility for damage. It is not a lease of premises for ongoing use, and it does not cover catering menus, bar pricing, or the renter's contracts with its own vendors, which need their own agreements.

What it covers

  • Parties
  • The Property and the Event
  • Hours
  • Fees and Payment
  • Use of the Property
  • Setup and Cleanup
  • Cancellation and Rescheduling
  • Responsibility, Insurance, and Security
  • Additional Terms
  • General Provisions

A template you fill in yourself from your own answers. LeaseCraft is not a law firm and does not give legal advice; for advice about your situation, talk to a lawyer.

How it works

1

Answer the questions

Plain-language questions about the people, dates and terms.

2

Preview it free

Read the document built from your answers and change anything before you download.

3

Download PDF and Word

Included with LeaseCraft Annual ($19.99/year).

Questions about the Event Space Rental Agreement

Which spaces and items the renter may use, the event type and date, the maximum guest count, setup, event, and cleanup times with an overtime rate, the rental fee, retainer, balance and any security deposit, house rules on music, alcohol, catering, decorations, smoking, and vendors, the cleanup standard and any cleaning fee, cancellation and rescheduling terms, a weather clause for outdoor areas, insurance and security staff where required, and who pays for damage.

No. It is a one-time rental for an event on a stated date, or on two stated days, with fixed hours. It does not give the renter possession of the premises for ongoing use, and it is not the right document for a tenant who will occupy space month after month.

You set two deadlines and a percentage. A cancellation before the first deadline gets a full refund of what was paid, apart from a retainer you mark as non-refundable; a cancellation between the deadlines gets the percentage you choose; a later cancellation gets nothing back. You can also let the renter move the event to a new date once, and the agreement says what happens if the venue itself has to cancel.

Yes. Choose no alcohol, drinks the renter brings and serves free of charge, a licensed bartender or caterer, or alcohol provided by the venue, and the agreement uses matching wording without stating any state's licensing rules. You can also allow or ban amplified music and set a time after which noise must be kept low.

When the outdoor area is one of the rented spaces, the agreement adds a weather clause. You choose whether the event moves indoors at the venue at no extra charge or moves to a new date, with a refund if no new date can be agreed.

If you collect a security deposit, the agreement says it is held apart from the fee, lists what may be deducted, and sets the number of days for returning it with an itemized list. With or without a deposit, the renter is responsible for damage beyond ordinary wear caused by guests or vendors, at the reasonable cost of repair.

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