Venue / Event Space Rental Agreement

This Venue/Event Space Rental Agreement is a document that outlines the terms and conditions for renting a venue or event space. The agreement is entered into between the licensor, who operates the venue, and the licensee, who wishes to use the venue for an event. The document begins by highlighting the importance of the agreement and the purpose of the venue as a gathering place open to the general public. It then provides a detailed introduction for each section of the document.

 

Section 1: Licence

This section grants the licensee permission to use the event space at the venue for a specified period of time.

 

Section 2: Licence Fee

This section outlines the payment terms for the licence fee, including any additional charges for extended use of the space.

 

Section 3: Deposits

This section explains the requirement for a rental fee deposit and a security deposit, as well as the conditions for their refund.

 

Section 4: Damages and Other Charges

This section clarifies the licensee's responsibility for any damage or extra costs related to the event.

 

Section 5: Licensor's Responsibilities

This section outlines the licensor's responsibilities, including ensuring the legality of the venue and maintaining it in tenantable condition.

 

Section 6: Licensee's Responsibilities

This section lists the responsibilities of the licensee, such as prompt payment of fees, keeping the space clean and tidy, and not using the space for any illegal or immoral purposes.

 

Section 7: Food, Beverages, and Catering

This section provides guidelines for arranging outside vendors/contractors, removing decorations and linens, and selecting caterers.

 

Section 8: Clean Up

This section explains the licensee's responsibility for returning the venue to its original condition and removing all property.

 

Section 9: Publicity/Use of Name, Logo, and Photographs

This section addresses the rights and use of photographs taken at the event by both the licensor and the licensee.

 

Section 10: Insurance

This section specifies the insurance responsibilities of both parties.

 

Section 11: Licence Not a Lease

This section clarifies that the licence is a personal right and cannot be assigned or disposed of.

 

Section 12: Miscellaneous

This section includes general provisions, such as the entire agreement, waiver of breach, and forfeiture of deposit.

 

Section 13: Notices and Service

This section explains the methods and timing of serving notices between the parties.

 

Section 14: Force Majeure

This section addresses the licensor's liability in case of events beyond their control.

 

Section 15: No Rights Under Contracts for Third Parties

This section states that only the parties to the agreement have rights under it.

 

Section 16: Law and Jurisdiction

This section specifies the governing law and jurisdiction for any disputes arising from the agreement.

 

The Venue/Event Space Rental Agreement is a comprehensive document that covers all aspects of renting a venue or event space, ensuring that both parties are aware of their rights and responsibilities.

How to use this document?

1. Enter the necessary information: Fill in the names and addresses of both the licensor and the licensee, as well as the principal place of business for each party. This ensures that both parties are clearly identified.

2. Specify the event details: Provide a detailed description of the event, including the date, start time, end time, and purpose. This helps to establish the scope of the agreement.

3. Determine the licence fee: Agree on the amount of the licence fee and any additional charges for extended use of the space. This ensures that both parties are aware of the financial obligations.

4. Arrange deposits: Discuss the rental fee deposit and the security deposit. Clarify the conditions for their payment and refund, as well as any deductions that may be made from the security deposit.

5. Address damages and other charges: Establish the licensee's responsibility for any damage or extra costs related to the event. Specify the fees for additional services or items that may be required.

6. Outline the licensor's responsibilities: Explain the licensor's obligations, such as ensuring the legality of the venue and maintaining it in tenantable condition. Discuss any additional services or personnel that may be provided.

7. Specify the licensee's responsibilities: Clearly state the licensee's obligations, including prompt payment of fees, keeping the space clean and tidy, and complying with any rules or regulations.

8. Arrange for food, beverages, and catering: Discuss the requirements for outside vendors/contractors, including notification and setup times. Address the removal of decorations and linens, as well as the licensor's approval of caterers and decorations.

9. Plan for clean up: Establish the licensee's responsibility for returning the venue to its original condition and removing all property. Discuss any additional fees or arrangements for property removal beyond the agreed-upon period.

10. Address publicity and use of photographs: Agree on the rights and use of photographs taken at the event by both parties. Discuss any restrictions or requirements for the use of names or logos.

11. Arrange for insurance: Clarify the insurance responsibilities of both parties, including liability insurance for the event and third-party occupier insurance for the venue.

12. Understand the limitations of the licence: Ensure that both parties understand that the licence is a personal right and cannot be assigned or disposed of without consent.

13. Review miscellaneous provisions: Read and understand the general provisions, such as the entire agreement, waiver of breach, and forfeiture of deposit. Seek legal advice if necessary.

14. Serve notices properly: Follow the specified methods and timing for serving notices between the parties. Keep records of all communications.

15. Consider force majeure events: Understand that the licensor may not be liable for losses or delays caused by events beyond their control. Discuss any refund or rescheduling policies in case of force majeure.

16. Seek legal advice if needed: If you have any questions or concerns about the agreement, consult with a legal professional to ensure that your rights and interests are protected.