Venue Contract Template

This Venue Rental Agreement ("Agreement") is made and entered into on [Date], by and between:

1. Event Information and Details:

• Event Name:
• Event Type: [e.g., Wedding, Corporate Event, Birthday Party]
• Event Location: [Venue's Name and Address]
• Event Date:
• Event Time: [Start Time] to [End Time]

2. Event Timeline:

• Access Time: The Event Organizer and their staff/vendors may access the venue beginning at [Access Time] on [Access Date].
• Load-In Time: Load-in of equipment, decor, and other materials may begin at [Load-In Time].
• Load-Out Time: All equipment, decor, and other materials must be removed from the venue by [Load-Out Time].
• Final Exit Time: The Event Organizer and all guests must vacate the premises by [Final Exit Time].
• Overtime Rates: Overtime will be charged at a rate of [Overtime Rate] per hour or part thereof. Overtime begins at [Time] and continues until the final exit of all guests and staff.

3. Venue Description: The Event Organizer will have access to the following areas of the venue:

• Main Hall: [Description of the Main Hall, including size, capacity, etc.]
• Outdoor Space: [Description of any outdoor areas included in the rental]
• Restrooms: [Description of restroom facilities available]
• Other Areas: [Specify any additional areas included in the rental, e.g., bridal suite, kitchen, lounge]

4. Rental Fees and Payment Terms:

• Total Price: The total rental fee for the venue is [Total Price].
• Hourly Rate: [Hourly Rate, if applicable].
• Deposit: A deposit of [Deposit Amount] is required upon signing this Agreement. The deposit is [refundable/non-refundable].
• Administrative Fees: [Specify any additional administrative fees].
• Payment Schedule: Payments will be made as follows: [Specify payment schedule, e.g., 50% upon signing, 50% two weeks before the event].
• Payment Methods: Acceptable methods of payment include [specify methods, e.g., check, bank transfer, credit card].
• Late Payment Policy: Late payments will incur a fee of [specify amount or percentage].

5. Revenue Guarantees:

• Minimum Food and Drink Orders: The Event Organizer guarantees a minimum of [Minimum Amount] in food and drink orders.
• Per-Person Fees: The Event Organizer agrees to pay [Per-Person Fee] for each guest attending the event.
• Bar Overage Fees: If the bar sales exceed [Amount], the Event Organizer will pay [Percentage] of the overage as an additional fee.

6. Staffing:

• Included Staff: The venue rental includes the following staff: [Specify staff, e.g., security, bartenders, janitorial].
• Additional Staffing: The Event Organizer may need to provide additional staff for the event, such as [Specify, e.g., servers, decorators]. The Event Organizer is responsible for hiring and paying for any additional staff.

7. Vendor Requirements:

• Approved Vendors: The Event Organizer may use vendors from the venue's approved vendor list or obtain prior approval for other vendors.
• Vendor Compliance: All vendors must comply with the venue's policies and procedures, including setup and cleanup times.

8. Noise Ordinances and Restrictions:

• Noise Limitations: The Event Organizer agrees to comply with local noise ordinances. Music and amplified sound must end by [Time].
• Sound and Light Restrictions: [Specify any additional restrictions, e.g., No strobe lights, No fog machines].

9. Accessibility:

• Handicapped Accessible Areas: The following areas of the venue are handicapped accessible: [Specify areas].
• Non-Accessible Areas: The following areas of the venue are not handicapped accessible: [Specify areas].

10. Decor Policies:

• Candles and Open Flames: The use of candles or open flames is [permitted/prohibited]. If permitted, all candles must be in enclosed holders.
• Hanging Decor: [Specify policies, e.g., No nails or adhesives may be used on walls, Ceiling hooks are provided for hanging decor].
• Fireproofing: All decor must be fireproof or treated with a fire-retardant solution.

11. Setup, Cleanup, and Maintenance Responsibilities:

• Setup: The Event Organizer is responsible for the setup of all decor, equipment, and materials. Setup must be completed by [Time].
• Cleanup: The Event Organizer is responsible for removing all decor, equipment, and materials from the venue by [Load-Out Time].
• Maintenance: The Event Organizer is responsible for maintaining the cleanliness of the venue during the event. Any spills or messes must be cleaned up immediately.

12. Damage Policy: The Event Organizer is responsible for any damages caused to the venue or its property by guests, vendors, or staff. The cost of repairs will be deducted from the deposit, and any additional costs will be billed to the Event Organizer.

13. Liability Waiver: The Event Organizer agrees to hold harmless and indemnify the Venue Owner/Manager from any claims, damages, or liabilities arising from the event, except in cases of gross negligence or willful misconduct by the Venue Owner/Manager.

14. Insurance and Compliance:

• Insurance Requirements: The Event Organizer must provide proof of event insurance, including liability coverage, by [Date]. The Venue Owner/Manager must be listed as an additional insured on the policy.
• Compliance with Regulations: The Event Organizer agrees to comply with all local, state, and federal regulations applicable to the event.

15. Unforeseeable Circumstances/Acts of God: Neither party will be held liable for failure to perform their obligations under this Agreement due to unforeseen circumstances or acts of God (e.g., natural disasters, severe weather, pandemics). In such cases, both parties will work together to reschedule the event or negotiate a fair cancellation policy.

16. Amendments: This Agreement may be amended only by a written document signed by both parties. Any changes must be discussed and agreed upon before they take effect.

17. Termination:

• By Either Party: Either party may terminate this Agreement with [specify notice period, e.g., 30 days] written notice.
• For Cause: Either party may terminate this Agreement immediately if the other party breaches any material provision and fails to cure such breach within [specify period, e.g., 10 days] after receiving written notice of the breach.
• Effect of Termination: Upon termination, all deposits and payments will be refunded, except as specified in the deposit policy.

18. Dispute Resolution and Remedies:

• Negotiation: The parties will first attempt to resolve disputes through informal negotiation.
• Mediation: If negotiation fails, the parties agree to attempt mediation.
• Arbitration: If mediation fails, disputes will be resolved through binding arbitration under the rules of the [specify arbitration association].
• Governing Law: This Agreement will be governed by the laws of the state of [specify state].

19. Signatures: By signing below, the parties agree to the terms and conditions outlined in this Venue Rental Agreement.

This Agreement constitutes the entire agreement between the parties and supersedes all prior negotiations, representations, or agreements, whether written or oral. This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument.