Make your venue rental agreement stand out by including a cover page with information about you (the owner), your venue, and the renter. Include photos of the venue if possible – this makes it more fun and also gives a good first impression.
This venue rental contract is between the following parties:
The owner: [Sender.FirstName] [Sender.LastName] from [Sender.Company] and
The renter: [Client.FirstName] [Client.LastName] from [Client.Company]
Enter the time, or specify whether the venue can only be rented for specific time blocks. Replace the times in the time blocks, and specify whether there is an extra fee for custom time or going over time.
Start time: (enter time)
End time: (enter time)
Full day (9:00 – midnight)
Half day (15:00 – 21:00)
Custom time (extra $100):
List all the rooms on the property that’ll be rented. Our sample venue rental agreement lets you place photos of your venues so that you can plan accordingly.
Grand Ballroom (include photo if possible)
Outdoor patio (include photo if possible)
Wedding site (include photo if possible)
(enter venue/room name) (include a photo if possible)
(enter venue/room name) (include a photo if possible)
(enter venue/room name) (include a photo if possible)
Be sure to mention anything that will cost extra, such as changing the event type or including additional setup.
(choose all that apply)
For events requiring a change in setup (for example, a meeting with dinner right after), there will be an additional setup change fee of $(amount).
Total venue rental cost: $(amount)
Our template lets you include the cost of any additional rental items at the venue. This may include invoices for chairs, tables, setups, special items, and their transportation to the venue.
All tables include basic linen. There will be an additional $(amount) fee for extra linen.
Description of first item
Description of second item
Description of third item
Chair covers are available for an extra $(amount).
Total number of tables:
Total number of chairs:
Total cost of tables and chairs: $10.00
Check all that apply:
Description of first item
Description of second item
Description of third item
Total cost for additional items: $300.00
State whether there is an extra cost for the staff that will be required for the event.
Description of first item
Description of second item
Description of third item
Total cost for staff: $ $200.00
State whether there is an extra cost for food and drinks. You may want to attach your menu if you serve any.
Description of first item
Description of second item
Description of third item
Total cost for additional items: $ $50.00
Lay out due dates for any payments, including deposits. Be sure to mention any consequences of late payments.
The total cost of the rental is $(amount). The renter agrees to pay the following fees by the following dates:
A deposit of 50% of the total rental amount, totaling $(amount), is due by (date).
The remaining fee of $(amount) is due by (date).
Payments can be made by (specify method – cash, debit card, credit card, PayPal), (specify how- on the company's website or in person).
If the amounts above are not paid by or before the due dates, the reservation will be canceled. (Or alternative consequences).
This is a standard yet optional clause of a venue rental contract template. You may include any conditions necessary to extend the event time and its advance notice period. Additionally, your contract may include any fees to be paid if overtime is needed immediately without advance notice.
If the renter wishes to extend the event end time, a request must be made (number of days) days in advance. Any requests made less than this number of days until (two days before the event) will be granted at an extra fee of $(amount).
On the day of the event, if the rental space listed above is occupied for more than (amount of time, e.g., 15 minutes) after the rental end time in this contract, an extra $(amount) will be charged.
The renter shall be responsible for removing all their belongings, garbage, and any items not present in the venue before the event.
If cleaning fees are required for (list reasons), an additional fee of $(amount) will be charged.
The renter shall also be responsible for any damaged items and agrees to pay any repair fees for (list items) if needed.
If the renter needs to store any items in the venue the night before, an additional fee of $(amount) will be charged.
Specify whether any of the rental terms can be modified and how many days in advance modifications need to be submitted.
All requests for modification to the venue or item rental must be received by the owner in writing (number of days) days in advance. Any requests received less than (number of days) days before the event will incur a fee of $(amount).
No modification of this contract shall be effective until signed by all parties.
State your cancellation policy and mention whether the deposit is refundable or not.
Venue rentals can be canceled, providing the owner receives written notice from the renter (number of days) days before the event begins. In this case, the deposit will (be refunded / not be refundable).
If the owner does not receive a written cancellation notice (number of days) days before the event begins, (state the consequences).
If any aspect of this contract shall be deemed invalid, illegal, or unenforceable by any legal authority, the validity, legality, and enforceability of all the other aspects shall not be affected in any way.
Under this venue rental agreement template, any damage is the renter’s responsibility. You may include provisions addressing unforeseen events or circumstances beyond the control of either party, outlining the responsibilities and liabilities in such situations.
The renter will be liable for any damage, legal actions, or loss of items, reputation, or business opportunities caused to (Company Name) that occurs as a result of the renter renting the venue. The renter agrees to indemnify and hold the owner harmless against any actions that may be required as a consequence of the renter's use of the venue.
IN WITNESS THEREOF, the parties agree to the terms and conditions outlined in this contract. This contract is hereby executed by the parties as follows: