Free Template
Venue Contract Template
Updated August 26, 2025
Host Events Hassle-Free: Draft venue contracts that define terms, secure payments, and ensure smooth collaborations for unforgettable occasions.
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A Venue Contract is a legal agreement between an event organizer and a venue owner that describes the event date and times, rental fee and deposit, included amenities, usage restrictions, insurance and liability terms, cancellation and rescheduling policies, and permissions required from the landlord or local authorities.
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So, you've got a big event coming up, and you need the perfect venue. Whether it’s a wedding, corporate bash, or just a good ol’ party, nailing down the venue is key to making things run smoothly. But before you jump into decorating and picking out catering, there’s one thing you really can’t skip: the venue contract.
A venue contract is what keeps everything on track and makes sure the event organizer and the venue owner are on the same page. Ready to dive in?
What is a Venue Contract?
A venue contract is an agreement between the event organizer and the venue owner. It lays out the who, what, when, where, and how of the event. You'll find details like the date, time, services, payment plans, cancellation policies, and any special requests in there.
What Type of Events Might Need a Venue?
Venues are where the magic happens for all kinds of events. They're for any gathering that needs some serious space. Here's the lowdown on the most common ones:
- Weddings & Receptions: The big day! Think fancy decorations, a timeline, and catering galore! These events need a solid contract to cover all the details.
- Corporate Bashes: Think conferences, seminars, and office parties. You’ll likely need tech like projectors and sound systems, plus food and seating.
- Private Parties: Birthdays, anniversaries, and any personal bash that requires flexibility in how the space is set up.
- Concerts & Performances: Got a band or a theater show? You'll need a stage, lighting, sound gear and all the works!
- Community Events: Fundraisers, fairs, or even a neighborhood get-together need venues with enough space and facilities to keep things lively.
From intimate gatherings to full-on festivals, venues make events happen! If you need a space to host an event, you'll likely need a solid contract.
Common Terms Used In Venue Contracts
Here's some common terms used in these contracts:
- Event Details: Lock in the date, time, and how long your event’s going to last. Don’t forget to schedule in time for set up and clean up! Be crystal clear about start and end times. A little confusion here could mean unexpected overtime costs!
- Venue Access: You’ll want to know exactly when you can roll in to start setting up and when you need to pack up and head out. This also includes any nitty-gritty details like where you can park, where to unload gear, and whether there are any rules about hours of access. Make sure parking and loading details are sorted ahead of time to keep things hassle-free.
- Services Provided: So, what are you actually getting when you rent this place? Think lights, sound systems, seating, and even catering. The contract should clearly spell out what’s part of the package, and what’s going to cost extra if you need more. Double check what’s included in the base fee vs. what’s extra. No one likes hidden charges!
- Decorations and Set Up: Got big decoration plans? Great! Just make sure you’re following any venue rules, like restrictions on hanging items, candles, or other fun decor. Don't forget to assign the important roles, like who’s in charge of setting up and cleaning up? Clear this up to avoid awkwardness or a last-minute scramble!
- Payment Terms: Money time! The contract should lay out the total cost, payment deadlines, and any deposit you need to put down. Also, be sure you know what happens if payments are late. Nobody wants to deal with penalties, so let’s keep things straightforward. Make payments easy by including info about how to pay. Butterscotch lets you attach an invoice right to the contract!
- Cancellation Policy: Life happens, and sometimes plans change. Your contract should clearly state what happens if you need to cancel, including which deposits are refundable and under what conditions. Here's a pro tip: offer some flexibility, but include a non-refundable deposit for last-minute cancellations.
- Liability and Insurance: Who’s responsible if something goes wrong? Spell out who’s on the hook for any damages or injuries during the event. And, if insurance is required, make sure that’s mentioned too. Ask for proof of insurance from the event organizer if necessary. It’s better to be safe than sorry!
- Special Requirements: Got any specific needs like special equipment, extra security, or permits? Make sure all of that’s written in the contract so both sides are in sync. Clear communication here saves everyone a lot of stress down the line!
- Termination Clause: Let’s face it, sometimes things just don’t go as planned. Your contract should include a termination clause in case of emergencies like natural disasters or other unexpected situations. Better to have a plan B, right? And keep it fair for both sides. If something totally out of your control happens, everyone should have a way out!
Deposit and Payments: What to Know
Deposits are your way of locking in your event date. Typically, it’s anywhere from 20% to 50% of the total cost. Be sure the contract explains if the deposit is refundable or non-refundable and under what circumstances. Thanks to Butterscotch, collecting deposits is a breeze. You can attach an invoice right to your contract and let clients pay online. No hassle, no stress!
Tips for Venues Hosting Wedding Receptions
If you're planning a wedding reception, things can get a bit more detailed. You'll want to make sure your contract covers everything from catering to timing. But don’t worry, we’ve got you covered! Check out our Wedding Reception Contract Template for all the nitty-gritty.
Customize Your Venue Contract With Butterscotch
Need somewhere to start for your venue contract? Simplify the process with Butterscotch's customizable templates! Here's why you'll love us:
- Templates On Demand: Add the info you need, change whatever sections don't work, and make the template fit your needs.
- Customization: Add your brand's logo, fonts, and colors to give your contracts that personal touch.
- Track Clients Online: Store all your client details in one place. No more digging through emails!
- Manage Contracts: Easily access all your contracts whenever you need them.
- Get Signatures Fast: Send contracts for online signatures and save time.
- Email Reminders: Set automatic reminders for clients to sign on the dotted line.
- Collect Payments: Attach invoices and collect deposits or full payments right online.
A well-written venue contract is like a safety net for your event. It keeps everyone rowing in the same boat and ensures a problem-free experience. And the best part? Butterscotch makes creating, customizing, and managing your contracts a total breeze. So, sit back, relax, and focus on planning the perfect event.
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Venue Contract
Jim Clark Co.
AgreementThis Venue Rental Agreement ("Agreement") is made and entered into as of ("Effective Date"), by and between:
(the "Organizer"); and
, (the "Venue") with its principal place of business at .
The Organizer and the Venue may each be referred to individually as a "Party" and together as the "Parties".
1. Purpose and Event Details
The Organizer agrees to rent and use the Venue’s facilities at , including the following rooms or areas: (the "Space"), for the sole purpose of hosting on the date of , from of to (the "Event"), under the terms of this Agreement. The Organizer's estimated guest count is , not to exceed lawful capacity.
2. Event Timeline
The Organizer and their staff/vendors may access the venue beginning at on . Load-in of equipment, decor, and other materials may begin at . Load-out of all equipment, decor, and other materials must be removed from the venue by .
The Organizer and all guests must vacate the Space by . Overtime will be charged at a rate of $ per . Overtime begins at and continues until the final exit of all guests and staff.
3. Fees, Deposit and Payment
The total rental fee for use of the Space is $, covering hours, and includes the following anticipated charges (e.g., cleaning, security, AV, admin): $.
Acceptable methods of payment include .
Non-refundable Booking Deposit: % of the rental fee is due upon signing this Agreement. The remaining balance must be paid no later than days before the Event.
Refundable Security Deposit: $, which may be applied to damages, excessive cleaning, overtime, or unpaid balances. Any unused portion will be refunded within days after the Event.
Late payments will incur a fee of $ or %. Upon signing this Agreement, the Organizer shall pay the deposit(s) detailed above, for a total of $.
4. Cancellation and Refunds
Failure to make timely payment may result in cancellation of the reservation. If the Organizer cancels the Event, the Venue shall retain the deposit. If cancellation occurs within days of the Event, the Venue may also retain up to % of the total rental fee as liquidated damages to cover lost booking opportunities.
5. Revenue Guarantees
The Organizer guarantees a minimum of $ in food and drink orders. The Organizer agrees to pay $ for each guest attending the Event. If the bar sales exceed $, the Organizer will pay % of the overage as an additional fee.
6. Staffing, Vendors, and Independent Contractors
(i) Staff. The staff provided by the Venue includes, if any: .
The Organizer will provide the following staff, if any: .
(ii) Vendors. The Organizer may use selected vendor providers below:
Venue-provided or exclusive caterer:
Approved vendors:
Other vendors with certificates of insurance for required insurances in the Insurance section, and prior approval in writing from the Venue (the "Outside Vendors").
(iii) Responsibilities for the Organizer. The staff and the Outside Vendor's compliance with Venue rules, schedules, building or union requirements, and required insurance, is the responsibility of the Organizer. The Venue may refuse vendors who do not meet these requirements.
(iv) Independent Contractors. Vendors engaged by the Organizer are independent contractors, not Venue employees or agents. The Venue is not liable for their acts or omissions.
7. Alcohol Service
Alcohol may only be served by a licensed and insured vendor approved by the Venue. The Organizer is responsible for ensuring compliance with all liquor laws and preventing service to anyone underage or visibly intoxicated.
8. Security and Safety
The Venue may require security at the Organizer’s expense. The Organizer must follow all fire, health, occupancy, and safety laws and comply with Venue staff in emergencies.
9. Property Care and Noise
All decor requires prior approval. Nails, screws, tape, open flames, or hazardous items are prohibited. The Organizer may enter only during agreed setup times and must remove all items and return the Venue to its original condition after the Event. Special setups require written approval. Any damages must be reported promptly, and the Venue will issue an itemized bill payable within days.
Amplified sound must comply with local laws and end by . The Organizer is responsible for guest and vendor compliance. Repeated violations may result in early closure without refund.
10. Accessibility
The Venue will provide reasonable accommodations under applicable law. The Organizer must notify the Venue of specific accessibility needs for the Event as early as possible. Accessible areas of the Space include: .
11. Insurance
The Organizer shall provide the Venue with a valid Certificate of Insurance evidencing the required coverage for the Organizer, as well as separate certificates of coverage for each vendor or contractor the Organizer hires, no later than prior to the event.
Insurance must meet the following minimum coverage levels:
- Commercial Liability Insurance: at least $ per occurrence and $ aggregate, required for, as selected: the Organizer; the Outside Vendors.
- Workers Compensation and Employer’s Liability Limit for at least $.
- This is required for, as selected: the Organizer; the Outside Vendors.
- Other Insurance, if needed: for at least $.
- This is required for, as selected: the Organizer; the Outside Vendors.
Adding the Venue, its owners, officers, employees, and agents as additional insureds is also required. Failure to provide proof of insurance may result in cancellation of the Event without refund.
12. Termination
Either Party may terminate this Agreement without penalty by providing written notice at least days prior to the Event. If the Organizer cancels with less than days’ notice, the Venue may retain any deposits paid, but shall refund any amounts exceeding its actual costs. If the Venue cancels for reasons other than the Organizer’s breach, all deposits and payments made shall be promptly refunded in full. Nothing in this section limits either Party’s right to terminate immediately if the other materially breaches this Agreement.
13. Liability, Indemnification, and Mitigation of Damages
Each Party is responsible for losses, damages, injuries, or claims caused by its own negligence or willful misconduct. The Organizer is also responsible for the actions of its guests, vendors, and contractors.
Each Party shall indemnify, defend, and hold harmless the other Party, and their respective owners, officers, employees, and agents, from claims arising out of the Event or the operation of the Space, except to the extent caused by the other’s negligence or willful misconduct.
Neither Party is liable for consequential, incidental, or punitive damages. Except for unpaid fees, willful misconduct, or liabilities that cannot legally be limited, liability under this Agreement shall not exceed the total fees paid or payable by the Organizer to the Venue. Each Party must use reasonable efforts to mitigate losses caused by the other’s breach.
14. Dispute Resolution and Governing Law
This Agreement is governed by the laws of the State of in the United States of America, without regard to conflict-of-law rules.
Any dispute shall first be addressed through direct discussion. If not resolved within 30 days of written notice, both Parties shall mediate with a mutually agreed mediator. If mediation does not result in a signed settlement within 30 days of initiation (or longer if agreed in writing), the dispute shall be resolved by the method selected below:
- Binding arbitration under the rules of , seated in . The arbitrator’s decision is final and enforceable in any court with jurisdiction. Arbitration costs are shared equally unless awarded to the prevailing Party.
- Litigation in the state or federal courts located in . The prevailing Party may recover reasonable attorneys' fees and costs, to the extent permitted by the law.
Nothing in this section prevents either Party from seeking immediate relief from a court or arbitrator to prevent serious or irreparable harm.
15. Entire Agreement, Amendments, and Counterparts
This Agreement, including all exhibits and attachments, is the entire understanding between the Parties and replaces all prior agreements on the same subject. It may be amended only in writing signed by both. This Agreement may be signed in counterparts, each treated as an original, together forming one document. Signatures, including electronic signatures, are valid and binding.
16. Severability and Waiver
If any part of this Agreement is found invalid or unenforceable, it will be limited or removed as necessary, and the rest will remain in effect. Failure to enforce any provision does not waive it, and a past waiver does not create a future waiver.
17. Force Majeure
Neither Party is liable for delays or failures (other than payment obligations) caused by events beyond its reasonable control, including but not limited to natural disasters, pandemics, labor disputes, supply chain failures, war, or government action. The affected Party shall promptly notify the other and use reasonable efforts to resume performance. If such events continue for more than 30 days, either Party may terminate this Agreement without penalty or further obligation. Upon termination, the Venue shall promptly refund all payments received from the Organizer, less any amounts for services already provided.
18. Miscellaneous
(i) Assignment: Neither party may transfer this Agreement without written consent, except the Venue may assign it to a successor upon sale or transfer of the Space.
(ii) Photography and Marketing Rights: Unless revoked in writing before the Event, the Organizer grants the Venue a non-exclusive right to use Event photos or video taken at the Space for promotion.
19. Notices
All notices must be in writing and delivered by personal delivery, certified or registered mail, recognized courier with proof of delivery, or email with confirmation of receipt, to the following addresses. Either Party may update its notice details by written notice to the other Party.
To the Organizer:
Name: Attn:
Address:
Email: Phone:
Phone numbers are provided for convenience only and are not valid for notices under this Agreement.
To the Venue:
Name: Attn:
Address:
Email: Phone:
Phone numbers are provided for convenience only and are not valid for notices under this Agreement.
20. Exhibits and Attachments
All Exhibits are incorporated into and made part of this Agreement. In the event of a conflict between this Agreement and any Exhibit, this Agreement shall control unless the Exhibit expressly states otherwise and is signed by both Parties.
- Exhibit A:
- Exhibit B:
21. Signatures
By signing below, the Organizer and the Venue agree to the terms and conditions outlined in this Agreement.
ParticipantsSignatures-
Click to signJohn Doe
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Click to signJim Clark
