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. It is important because it establishes the agreement between the licensor (the party that owns the venue) and the licensee (the party that wants to use the venue) and ensures that both parties are aware of their rights and responsibilities.

 

The entire document consists of several sections that cover different aspects of the agreement. The first section is the introduction, which provides the names and addresses of both parties and explains the purpose of the agreement. It also states that both parties agree to observe and perform the terms and conditions outlined in the document.

 

The second section is about the license, which grants the licensee permission to use the event space at the venue for a specific period of time. It specifies the start and end time of the license and mentions that the licensor will provide an additional 4 hours for set-up at no extra charge.

 

The third section is about the license fee, which is the amount the licensee has to pay for using the event space. It states that the license fee includes fixtures, fittings, equipment, and other items listed in the schedule (if any). It also mentions that a non-refundable rental fee deposit equal to 50% of the license fee is payable at the time of signing the agreement.

 

The fourth section is about deposits, which explains the conditions for refunding the rental deposit. It states that if the licensee terminates the agreement without any violations, the rental deposit will not be returned. However, if there is a violation by the licensor, the rental deposit will be refunded within 3 days of notice.

 

The fifth section is about damages and other charges, which states that the licensee is responsible for maintaining the space and adjacent areas in good and clean condition. It also mentions that additional charges may apply for extra labor, cleanup, linens, and tables.

 

The sixth section is about the licensor's responsibilities, which include ensuring the legality of the venue, maintaining it in good condition, and appointing a representative to be in charge of the event. It also mentions that the licensor is not responsible for security, and the security cost is the responsibility of the licensee.

 

The seventh section is about the licensee's responsibilities, which include promptly paying the license fee, using the space only for the event, and not removing any of the licensor's fixtures or fittings.

 

The eighth section is about food, beverages, and catering, which explains the procedures for arranging outside vendors/contractors and the restrictions on outside alcohol.

 

The ninth section is about clean up, which states that the licensee is responsible for returning the venue to its original state and removing all property by the end of the license agreement.

 

The tenth section is about publicity/use of name, logo, and photographs, which grants the licensee the right to take photographs for advertising and marketing purposes and prohibits the licensor from using the licensee's name or logo without consent.

 

The eleventh section is about insurance, which requires the licensor to maintain third-party occupier liability insurance.

 

The twelfth section clarifies that the license is not a lease and sets out miscellaneous provisions, such as the entire agreement, waiver of breach, and the schedule as an integral part of the license.

 

The thirteenth section is about notices and service, which explains how notices should be served and provides the addresses of both parties.

 

The fourteenth section is about force majeure, which states that the licensor is not liable for losses or damages resulting from causes beyond its control.

 

The fifteenth section clarifies that no rights under the contract are granted to third parties.

 

The sixteenth section is about law and jurisdiction, which states that the document is governed by the laws of the applicable jurisdiction and that any disputes should be resolved amicably or through the courts of that jurisdiction.

 

In summary, this 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 names and addresses of both parties in the agreement, ensuring that they are clearly identified.

2. Specify the start and end time of the license, as well as any additional time for set-up provided by the licensor.

3. Clearly state the license fee and the items included in it, such as fixtures, fittings, and equipment.

4. Explain the conditions for refunding the rental deposit, stating that it is non-refundable if the licensee terminates the agreement without any violations.

5. Clarify the licensee's responsibility for maintaining the space and adjacent areas in good and clean condition.

6. Mention any additional charges that may apply for extra labor, cleanup, linens, and tables.

7. Ensure that the licensor is responsible for ensuring the legality of the venue and maintaining it in good condition.

8. Appoint a representative to be in charge of the event and clarify that the licensor is not responsible for security.

9. Promptly pay the license fee, deposit, and other charges as set out in the agreement.

10. Use the space only for the purpose of the event and do not remove any of the licensor's fixtures or fittings.

11. Follow the procedures for arranging outside vendors/contractors and adhere to the restrictions on outside alcohol.

12. Return the venue to its original state and remove all property by the end of the license agreement.

13. Exercise the right to take photographs for advertising and marketing purposes, and ensure that the licensor does not use the licensee's name or logo without consent.

14. Verify that the licensor has third-party occupier liability insurance.

15. Understand that the license is not a lease and familiarize yourself with the miscellaneous provisions of the agreement.

16. Serve notices according to the specified methods and keep in mind the addresses of both parties.

17. Be aware that the licensor is not liable for losses or damages resulting from causes beyond its control.

18. Remember that no rights under the contract are granted to third parties.

19. Comply with the laws and jurisdiction of the applicable jurisdiction and try to resolve any disputes amicably or through the courts if necessary.