What to Include
This document serves as a contract between two parties – the owner and renter – for the short-term rental of event space. It should include the following:
- The names of the venue owner and the renter;
- The address of the venue;
- The start time and date and end time and date of the rental;
- The rental deposit amount, and when it is due;
- Provisions for a security deposit, if relevant;
- When the final payment is due;
- Consequences for late payment; and
- Any other terms or conditions.
Who Can Use This Document
This is a versatile document that can be used for all kinds of short-term rentals. Though most events occur in designated event spaces, like wedding halls or other related venues, this form could also be used for the rental of a shop or retail space, or even a residential unit.
The main purpose is that the rental will be time-limited (generally only a day or less) and for the express purpose of hosting an event, party, or other gatherings.
How to Rent a Facility for an Event (4 steps)
1. Determine the Rental Period
The first step is to ensure that the venue is available. The rental period is specified in the agreement with the start and end periods. Remember that this rental period will necessarily begin before and end after the event. Make sure to factor in set-up and clean-up time in addition to the event period.
2. Negotiate Costs
During peak season, prices can be fixed and high. Off-season, there may be more room for negotiation. The owner and renter should settle on a rental rate, and also on terms of payment. Most rental contracts require an upfront deposit – which is credited toward the eventual balance and possibly also toward a security deposit. Determine when the final payment is due, and agree on penalties for lateness.
Sample
FACILITY EVENT (VENUE) RENTAL AGREEMENT
1. THE PARTIES. This Facility Event Rental Agreement (“Agreement”) made on [DATE], by and between:
Renter: [RENTER’S NAME] with a mailing address of [RENTER’S MAILING ADDRESS] (“Renter”), and
Landlord: [LANDLORD’S NAME] with a mailing address of [LANDLORD’S MAILING ADDRESS] (“Landlord”).
Landlord and Renter are each referred to herein as a “Party” and, collectively, as the “Parties.”
2. VENUE. The Renter agrees to temporarily lease, occupy, and make use of the Landlord’s space located at: [PROPERTY ADDRESS].
- Additional Description: [PROPERTY DESCRIPTION]
- Use of Venue: [DESCRIBE USE]
Hereinafter known as the “Venue.”
3. LEASE PERIOD. The Renter shall have access to use the Venue for:
- Start Date: [START DATE]
- End Date: [END DATE]
- Start Time: [START TIME] ☐ AM ☐ PM
- End Time: [END TIME] ☐ AM ☐ PM
Hereinafter known as the “Lease Period.”
4. RENT. To lease the Venue, the Renter agrees to pay: (check one)
☐ – A Flat Fee. A total of $[AMOUNT].
☐ – Hourly Fee. $[AMOUNT] per hour.
☐ – Other: [OTHER]
Hereinafter known as the “Rent.”
5. DEPOSIT. The Landlord requires: (check one)
☐ – NO Deposit.
☐ – Deposit. $[AMOUNT] ☐ refundable ☐ non-refundable payment is required at the execution of this Agreement (“Deposit”).
6. MAXIMUM OCCUPANCY. At the Venue, the Landlord has: (check one)
☐ – NO Limit on Attendees.
☐ – Limit on Attendees. There shall be a maximum limit of [#] attendees permitted at the Venue at any time due to fire hazard concerns. Any violation of this section will immediately terminate this Agreement under default by the Renter.
7. OVERTIME. If, for any reason, the Renter overstays the Venue Date, the Landlord shall: (check one)
☐ – NOT Charge Overtime. No fees will be charged to the Renter.
☐ – Charge Overtime. A fee equal to $[AMOUNT] per hour shall be charged to the Renter for their excessive use.
8. AMENITIES. In addition to the Venue, the Landlord agrees to provide the following as part of the Rent: [DESCRIBE]
9. PAYMENT. The Renter shall be required to pay the Rent upon: (check one)
☐ – Receipt of Invoice. The Renter has [#] days to pay upon receipt.
☐ – Specific Date. By [DATE].
☐ – Other: [OTHER]
10. METHODS OF PAYMENT. The Landlord’s acceptable methods of payment are as follows: [LIST ACCEPTABLE PAYMENT METHODS]
11. LATE FEES. If a payment due by the Renter is not made within the requirements mentioned in this Agreement, there will be: (check one)
☐ – NO Late Fee. There shall be no late fee due by the Renter.
☐ – A Late Fee. The Renter will be charged: (check one)
☐ – A Flat Fee. The flat fee is equal to $[AMOUNT] for each day payment is late.
☐ – Based on Interest. Interest at a rate of [#]% per annum, compounding monthly, will be charged on the outstanding balance for each month or part thereof that the payment is late.
12. CHANGES. Changes to this Agreement by the Renter: (check one)
☐ – CANNOT be Made. Unless the Landlord grants written consent, no changes can be made to this Agreement.
☐ – Can be Made. A change or cancellation of this Agreement is allowed no sooner than [#] days prior to the Lease Period. If a change or cancellation of this Agreement occurs sooner than such time period: (check one)
☐ – Payment is NOT Required. No payment is due by the Renter.
☐ – Payment is Required. A fee of $[AMOUNT] is required to change any portion of this Agreement.
Renter’s Signature: ______________________ Date: ___________
Print Name: ______________________
Landlord’s Signature: ______________________ Date: ___________
Print Name: ______________________