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Event Space Rental Agreement

Answer a few questions to create a professional Event Space Rental Agreement, ready to edit and sign.

Step 1 of 1211 sections · answer each, then create your document

The venue

The person or business that owns or runs the space and is renting it out.

For a business, use its registered name, including "LLC" or "Inc." if it has one.
Used for written notices.

The renter

The person or business holding the event.

For a business, use its registered name, including "LLC" or "Inc." if it has one.
Used for written notices.

The venue and the event

As guests know it, such as "The Old Mill Barn" or "Studio B at Pier 9." If it has no name, describe it, such as "the community room at 12 Elm Street."
Include the city, state, and ZIP code.
Choose everything the renter may use. Anything not chosen stays off limits during the event.
The day of the event. Setup and cleanup happen on this day, within the hours you set in the next step.
Only for an event that continues on another day, such as a two-day workshop. The same hours apply on both days. Leave blank for a one-day event.
The most people, not counting the venue's own staff, allowed at the event at any one time. The venue may turn away guests beyond this number.

Hours

Times on the event date. Use a form like "10:00 AM" or "11:30 PM".

When the renter and vendors may first come in to set up.
When guests may arrive.
When guests must leave.
When the renter, the vendors, and everything they brought must be out. Overtime is charged after this time.
Charged for each hour or part of an hour that the renter, guests, or vendors stay past the cleanup end time. Overtime is only possible if the venue has no other booking.

House rules

Speakers, a DJ, or a band with amplifiers. Answer no to allow only unamplified music.
Often set by local noise limits or neighbors, such as "10:00 PM". Leave blank if the only limit is the event end time.
The agreement does not state licensing rules. It says that whoever serves must have any permit that applicable law requires.
Choose the rules the venue enforces. Do not choose both the ban on open flames and the candle rule; they contradict each other.
Caterers, DJs, florists, rental companies, and similar. Answer yes if the venue wants proof of each vendor's liability insurance before they work on site.

Setup and cleanup

The cleanup standard in the agreement is bagged trash in the bins, decorations removed, tables wiped, floors swept, and the kitchen cleaned if it is included.

Fees and deposits

The charge for the venue for the event, before any setup fee, cleaning fee, security deposit, or overtime.
The deposit that reserves the date. It counts toward the total. Leave blank if the whole fee is paid later.
Enter 0 to make it due on the event date, before setup starts. Any security deposit is due at the same time.
Held separately from the fee and returned after the event, less deductions for damage, extra cleaning, or overtime. Leave blank if none is collected.

Cancellation and rescheduling

Everything paid is refunded, except a non-refundable retainer. The next question sets the shorter deadline after which nothing is refunded.
Must be fewer days than the full-refund deadline. A cancellation between the two deadlines gets the partial refund below.
A percentage of the amounts paid, other than a non-refundable retainer. Enter a whole number, such as 50.
Subject to the venue being available on the new date. Amounts already paid carry over.

Insurance and security

One-day event policies are widely available. Answer no if the venue's own insurance is enough.

Anything else

For example, a rehearsal visit the week before, use of the venue's sound system by the renter's DJ, or a rule about candles on the cake. Write it as you want it to appear in the agreement.

Governing law

Usually the state where the venue is.

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