Venue Rental Agreement

VENUE RENTAL AGREEMENT

Agreement Number: [________________________________]

This Venue Rental Agreement ("Agreement") is entered into as of [__/__/____] ("Effective Date"), by and between:

VENUE OWNER/OPERATOR:
Name/Company: [________________________________]
Venue Name: [________________________________]
Address: [________________________________]
City, State, ZIP: [________________________________]
Contact Person: [________________________________]
Phone: [________________________________]
Email: [________________________________]

(hereinafter "Venue" or "Owner")

AND

RENTER:
Name/Company: [________________________________]
Address: [________________________________]
City, State, ZIP: [________________________________]
Contact Person: [________________________________]
Phone: [________________________________]
Email: [________________________________]

(hereinafter "Renter" or "Client")

ARTICLE 1: VENUE AND EVENT DETAILS

1.1 Venue Description

Venue agrees to rent to Renter the following space(s):

Venue Name: [________________________________]

Space(s) Rented:
☐ Entire venue
☐ Main hall/ballroom: [________________________________]
☐ Outdoor area: [________________________________]
☐ Conference room(s): [________________________________]
☐ Lobby/entrance area
☐ Kitchen facilities
☐ Green room/backstage
☐ Parking facilities
☐ Other: [________________________________]

Venue Address: [________________________________]

Maximum Capacity:

• Seated: [____] guests
• Standing/reception: [____] guests
• Theater-style: [____] guests

1.2 Event Details

Event Name: [________________________________]

Event Type:
☐ Wedding/reception
☐ Corporate event
☐ Concert/performance
☐ Conference/seminar
☐ Private party
☐ Charity/fundraiser
☐ Trade show/exhibition
☐ Sports event
☐ Film/photo shoot
☐ Other: [________________________________]

Expected Attendance: [________________________________]

1.3 Event Schedule

Event Date(s): [__/__/____] to [__/__/____]

Total Rental Hours: [____] hours

1.4 Overtime

Events extending beyond the scheduled end time will be charged:

$[________________________________] per hour (or portion thereof)

Renter must obtain Venue's prior approval for any overtime.

ARTICLE 2: RENTAL FEES AND PAYMENT

2.1 Rental Fee

Base Rental Fee: $[________________________________]

Additional Fees:
| Item | Amount |
|------|--------|
| Setup/breakdown time | $[________] |
| Kitchen usage | $[________] |
| Parking facilities | $[________] |
| Security (required) | $[________] |
| Additional staff | $[________] |
| Equipment rental | $[________] |
| Cleaning fee | $[________] |
| Other: [________] | $[________] |

Subtotal: $[________________________________]

Taxes ([____]%): $[________________________________]

TOTAL RENTAL COST: $[________________________________]

2.2 Security/Damage Deposit

Security Deposit: $[________________________________]

☐ Due upon signing this Agreement
☐ Due [____] days before event

Deposit will be refunded within [____] days after the event, less any deductions for:

• Damages beyond normal wear and tear
• Additional cleaning required
• Unreturned keys or access cards
• Overtime charges
• Other charges per this Agreement

2.3 Payment Schedule

Total Due Before Event: $[________________________________]

2.4 Payment Methods Accepted

☐ Check (payable to: [________________________________])
☐ Credit card ([____]% processing fee may apply)
☐ Wire transfer
☐ Cash (for amounts under $[________])

2.5 Late Payment

Payments received after the due date are subject to:

☐ Late fee of $[________________________________]
☐ Interest of [____]% per month
☐ Cancellation of reservation

ARTICLE 3: CANCELLATION POLICY

3.1 Cancellation by Renter

3.2 Cancellation by Venue

If Venue must cancel due to circumstances within Venue's control:

a) Full refund of all amounts paid
b) Venue will make reasonable efforts to offer alternative date
c) Venue not liable for consequential damages unless caused by gross negligence

3.3 Force Majeure

If the event cannot be held due to circumstances beyond either party's control (natural disaster, pandemic, government order, etc.):

☐ Event may be rescheduled within [____] months at no additional charge
☐ Full refund less documented non-recoverable expenses
☐ Other arrangement: [________________________________]

3.4 Date Change

Renter may request a date change subject to:

☐ Availability
☐ Written request at least [____] days in advance
☐ Date change fee of $[________________________________]

ARTICLE 4: VENUE INCLUSIONS AND SERVICES

4.1 Included in Rental

The following are included in the base rental fee:

Furniture and Equipment:
☐ Tables: [____] (type: [________________________________])
☐ Chairs: [____] (type: [________________________________])
☐ Linens (tables): [________________________________]
☐ Basic sound system
☐ Projector/screen
☐ Podium/lectern
☐ Stage/platform
☐ Dance floor
☐ Basic lighting
☐ Wi-Fi access
☐ Coat check area
☐ Other: [________________________________]

Services:
☐ On-site venue coordinator for [____] hours
☐ Setup assistance
☐ Breakdown assistance
☐ Basic cleaning (post-event)
☐ Security personnel: [____] person(s)
☐ Parking attendant(s)
☐ Other: [________________________________]

Facilities:
☐ Restrooms
☐ Dressing room(s)/green room
☐ Bride's suite/VIP room
☐ Kitchen (prep only)
☐ Full commercial kitchen
☐ Bar area
☐ Outdoor space
☐ Heating/air conditioning
☐ Parking for [____] vehicles
☐ Other: [________________________________]

4.2 Additional Services Available

The following may be added for additional fees:

4.3 Vendor Access

Renter's vendors (caterers, decorators, entertainment, etc.) shall have access:

Setup access begins: [____] hours before event
Vendor load-out ends: [____] hours after event

ARTICLE 5: CATERING AND ALCOHOL

5.1 Catering Policy

☐ Exclusive catering: Renter must use Venue's approved caterer(s):
[________________________________]

☐ Preferred caterers: Renter may choose from Venue's preferred list
(list attached as Exhibit A)

☐ Outside catering permitted: Subject to the following requirements:

• Caterer must provide certificate of insurance ($[________] minimum)
• Caterer must provide health department license/permit
• Kitchen fee of $[________________________________] applies
• Caterer must comply with Venue's kitchen policies

☐ Self-catering permitted: With restrictions: [________________________________]

5.2 Alcohol Policy

☐ No alcohol permitted

☐ Alcohol permitted subject to the following:

Service Requirements:
☐ Must use Venue's bar service
☐ Must use licensed bartender(s) ($[____] per hour)
☐ May use Renter's licensed bartender with proof of TIPS/ServSafe certification
☐ Host bar (Renter pays for all drinks)
☐ Cash bar (guests pay)
☐ Combination host/cash bar

Licensing:
☐ Venue holds liquor license; Renter must comply with all license conditions
☐ Renter must obtain temporary event license/permit
☐ Proof of license must be provided [____] days before event

Restrictions:

• Last call: [____:____] ☐ AM ☐ PM
• Bar closes: [____:____] ☐ AM ☐ PM
• No alcohol served to persons under 21
• No outside alcohol permitted (except: [________________________________])
• Venue reserves right to refuse service

5.3 Food and Beverage Minimum

☐ Minimum food/beverage spend: $[________________________________]
☐ No minimum required

ARTICLE 6: RULES AND RESTRICTIONS

6.1 Noise and Music

• Outdoor music/amplified sound must end by [____:____] ☐ AM ☐ PM
• Indoor music must end by [____:____] ☐ AM ☐ PM
• Sound levels must comply with local noise ordinances
• Venue reserves right to require sound level adjustments

6.2 Decorations

Permitted:
☐ Fresh flowers and plants
☐ Balloons (non-helium)
☐ Table decorations
☐ Fabric draping (with flame-retardant certification)
☐ Battery-operated candles
☐ Other: [________________________________]

Prohibited:
☐ Real candles with open flames (unless approved in writing)
☐ Helium balloons
☐ Confetti, glitter, rice, birdseed
☐ Nails, screws, staples, tape on walls
☐ Smoke machines/fog machines (without approval)
☐ Pyrotechnics/fireworks
☐ Other: [________________________________]

6.3 General Restrictions

Renter agrees to the following:

☐ No smoking inside the venue (designated areas only)
☐ No illegal substances
☐ No weapons
☐ No animals (except service animals)
☐ No blocking of emergency exits
☐ Maximum occupancy must not be exceeded
☐ All activities must comply with fire codes
☐ No alteration to venue structures or systems
☐ Other: [________________________________]

6.4 Age Restrictions

☐ 21+ only event
☐ 18+ only event
☐ All ages permitted
☐ Minor curfew: Minors must leave by [____:____]

ARTICLE 7: INSURANCE REQUIREMENTS

7.1 Renter's Insurance

Renter shall obtain and maintain:

General Liability Insurance:

• Minimum coverage: $[________________________________] per occurrence
• Minimum aggregate: $[________________________________]
• Must name Venue as additional insured
• Certificate due [____] days before event

Liquor Liability (if alcohol served):

• Minimum coverage: $[________________________________]

7.2 Proof of Insurance

Renter must provide:

☐ Certificate of Insurance
☐ Additional insured endorsement
☐ Policy declarations page

Due date: [__/__/____]

7.3 Venue's Insurance

Venue maintains:

• Property insurance covering the venue premises
• General liability insurance for venue operations
• Workers' compensation for venue employees

Venue's insurance does NOT cover Renter's property, vendors, or guests.

ARTICLE 8: INDEMNIFICATION AND LIABILITY

8.1 Renter's Indemnification

Renter shall indemnify, defend, and hold harmless Venue, its owners, officers, employees, and agents from any claims, damages, losses, costs, and expenses arising from:

a) Renter's use of the venue
b) Actions of Renter's guests, vendors, or invitees
c) Damage to the venue caused by Renter or Renter's guests
d) Renter's breach of this Agreement
e) Any injury or damage occurring during the event not caused by Venue's negligence

8.2 Limitation of Liability

Venue shall not be liable for:

a) Loss, theft, or damage to Renter's or guests' property
b) Personal injury except to the extent caused by Venue's gross negligence
c) Consequential, incidental, or punitive damages
d) Lost profits or business interruption

Maximum Liability: In no event shall Venue's total liability exceed the rental fees paid.

8.3 Damage to Venue

Renter is responsible for:

a) Any damage to venue premises, fixtures, or equipment
b) Damage caused by Renter's guests, vendors, or contractors
c) Cleaning costs beyond normal post-event cleaning

Damage charges will be deducted from security deposit; Renter responsible for any excess.

ARTICLE 9: SECURITY AND SAFETY

9.1 Security Requirements

☐ Venue-provided security required (minimum [____] officers)
☐ Renter may provide own security (must be licensed)
☐ Off-duty police officers required for events with [____]+ guests
☐ Additional security required for events serving alcohol

Security Cost: $[________________________________]

9.2 Emergency Procedures

Renter agrees to:

a) Familiarize self with emergency exits and procedures
b) Ensure emergency exits remain unobstructed
c) Cooperate with Venue staff in any emergency
d) Provide Venue with emergency contact information

9.3 Fire Safety

Renter acknowledges:

a) Maximum occupancy: [____] persons
b) Fire extinguisher locations: [________________________________]
c) Emergency exit locations: [________________________________]
d) All decorations must be flame-retardant

9.4 Right to Remove Guests

Venue reserves the right to remove any guest who:

a) Appears intoxicated and poses a safety risk
b) Engages in violent or threatening behavior
c) Violates venue rules or this Agreement
d) Poses a risk to the safety of others

ARTICLE 10: SETUP AND CLEANUP

10.1 Setup

Renter may begin setup at: [____:____] ☐ AM ☐ PM on [__/__/____]

Renter responsibilities:
☐ Coordinate vendor access with Venue
☐ Provide setup diagram to Venue by [__/__/____]
☐ Ensure all setup completed before guest arrival
☐ Obtain approval for any wall/ceiling decorations

10.2 Cleanup and Load-Out

Renter must complete cleanup and load-out by: [____:____] ☐ AM ☐ PM on [__/__/____]

Renter responsibilities:
☐ Remove all personal items, decorations, and vendor equipment
☐ Dispose of food/perishables properly
☐ Leave venue in reasonably clean condition
☐ Return any borrowed items to designated locations

10.3 Items Left Behind

Items left at venue after load-out deadline:

☐ Will be held for [____] days and then disposed of
☐ May be retrieved for a fee of $[________] per day
☐ Venue not responsible for loss or damage to items left behind

ARTICLE 11: VENDOR COORDINATION

11.1 Vendor Requirements

All vendors hired by Renter must:

☐ Provide certificate of insurance (minimum $[________])
☐ Comply with Venue rules and regulations
☐ Check in with Venue coordinator upon arrival
☐ Load in/out during designated times only
☐ Remove all equipment by load-out deadline

11.2 Vendor Restrictions

☐ Vendors may not use venue equipment without permission
☐ Vendors may not make alterations to venue
☐ Vendors responsible for their own cleanup
☐ Vendor vehicles must be moved after load-in

11.3 Approved Vendor List (if applicable)

See Exhibit A for list of venue-approved vendors.

ARTICLE 12: REPRESENTATIONS AND WARRANTIES

12.1 Venue Represents and Warrants:

a) Venue has the authority to enter this Agreement
b) Venue is properly licensed and permitted for events of this type
c) Venue complies with applicable fire and safety codes
d) Venue is ADA accessible (describe any limitations: [________________________________])

12.2 Renter Represents and Warrants:

a) Renter has authority to enter this Agreement
b) Information provided by Renter is accurate
c) Event will comply with all applicable laws and regulations
d) Renter will obtain all required permits and licenses
e) Renter is at least 21 years of age (or authorized representative is)

ARTICLE 13: GENERAL PROVISIONS

13.1 Governing Law

This Agreement shall be governed by the laws of the State of [________________________________].

13.2 Dispute Resolution

Any dispute shall be resolved by:

☐ Mediation, followed by binding arbitration in [________________________________]
☐ Litigation in courts of [________________________________]

13.3 Entire Agreement

This Agreement constitutes the entire agreement between the parties.

13.4 Amendments

This Agreement may not be amended except in writing signed by both parties.

13.5 Assignment

Renter may not assign this Agreement without Venue's written consent.

13.6 Notices

All notices shall be in writing to the addresses above.

13.7 Severability

If any provision is held invalid, the remaining provisions continue in effect.

13.8 Waiver

Failure to enforce any provision shall not constitute waiver.

13.9 Photography/Video

☐ Venue may photograph the event for promotional purposes (no identifiable guests without consent)
☐ No venue photography without Renter's written consent

SIGNATURES

VENUE:

Signature: ________________________________
Printed Name: [________________________________]
Title: [________________________________]
Date: [__/__/____]

RENTER:

Signature: ________________________________
Printed Name: [________________________________]
Title (if applicable): [________________________________]
Date: [__/__/____]

EXHIBIT A: APPROVED/PREFERRED VENDORS

Caterers:
| Name | Contact | Phone |
|------|---------|-------|
| [________________________________] | [________] | [________] |
| [________________________________] | [________] | [________] |

Photographers/Videographers:
| Name | Contact | Phone |
|------|---------|-------|
| [________________________________] | [________] | [________] |
| [________________________________] | [________] | [________] |

Entertainment/DJs:
| Name | Contact | Phone |
|------|---------|-------|
| [________________________________] | [________] | [________] |
| [________________________________] | [________] | [________] |

Florists/Decorators:
| Name | Contact | Phone |
|------|---------|-------|
| [________________________________] | [________] | [________] |
| [________________________________] | [________] | [________] |

EXHIBIT B: VENUE FLOOR PLAN

(Attach floor plan with dimensions, exits, and setup options)

EXHIBIT C: SETUP DIAGRAM

(Renter to provide setup diagram by [__/__/____])

This Agreement must be signed and returned with the required deposit to confirm your reservation. Dates are not held without a signed Agreement and deposit. All policies are subject to local regulations and may be modified with written notice.