Venue Hire Agreement Contract Template

Use Template
Agreement to Rent Venue

 

  1. Introduction- This Venue Hire Agreement ("Agreement") is entered into and made effective as _____________ between Company A, with a registered office at _____________ (“Renter”) and Company B, with a registered office at _____________ (“Host”).

 

  1. Venue- Renter hereby rents from Host, and Host hereby agrees to rent to Renter, the venue located at _____________ (the "Venue"). The Venue is rented by Renter on the following date: _____________ (“Rental Date”). The Venue rental will be at the following time _____________. The Venue is hired for the following event: _____________ (the "Event").

The number of guests expected at the event are as follows: _____________

 

  1. Fees and Payment

 

3.1. The total fee for the Venue Rental ("Fee") is $_____________ and is payable by Renter to Host as follows: _____________ [Payment Terms]

 

3.2. If the Fee is not paid in accordance with this Agreement, then Host reserves the right to cancel the Venue Rental and require Renter to vacate the Venue.

 

  1. Use of Venue

 

4.1. Renter may use the Venue for the Event only and for no other purpose.

 

4.2. The maximum capacity of the Venue is _____________ persons. Renter must not allow more than this number of persons to be present at the Venue at any one time.

 

4.3. Renter is responsible for the behaviour of all persons present at the Venue during the Hire and must ensure that all such persons comply with the Venue's rules and regulations as notified to Renter by Host.

 

4.4. Renter will have access to the Venue on the Rental Date at the following time _____________. Renter must not cause any damage to the Venue and must leave the Venue in a clean and tidy condition on the Rental Date at the following time _____________.

 

4.5. Renter must not use the Venue in any way which contravenes any laws or regulations.

 

4.6 Renter will be responsible for all costs and expenses incurred in connection with the Event taking place at the Venue. Such costs and expenses include food and service expenses if any. If any alcohol is to be served, sold or brought onto the premises, a separate agreement is required.

 

4.7 All caterers or catering organisation shall be approved in writing, in advance by Host.

 

4.8 If there are to be additional sellers of goods or both set up within the Event, a separate agreement is required.

 

4.9 Renter agrees and acknowledges that the Premises are in good repair and well maintained.

 

4.10 Renter agrees to be held liable for any damage to the Venue outside of what is considered "normal wear and tear." Any aesthetic, electrical, structural, or mechanical damages caused by the Renter, the Renter's staff, Renter's guests, Renter's affiliates, or invited staff will be the sole responsibility of the Renter to pay, in full, to the Venue. Damages will be assessed by an independent contractor appointed by the Venue and Renter agrees to pay the amount quoted by the contractor for any repairs.

 

  1. Event Setup.

Set-up and tear-down of any of the equipment owned by Host, provided at the Venue, will be done before and after the event by employees of the Venue.

If candles are used, they must be kept in a safe container to reduce the risk of fire or fire-related damage.

Any additional items brought by the Renter, such as chairs, tables, stages, decoration, etc., must be approved by the Host at least the following

amount of time before the event: _____________.

Renter is required, and agrees, to lock all doors, turn off all lights, and set alarms before permanently exiting the Venue.

Upon completion of the event, Renter will return all keys and other tangible items belonging to the Host.

Renter is permitted to use videography and photography at the Venue. However, Renter is responsible for obtaining all necessary consents for the parties filmed and photographed. If Renter duplicates and distributes recordings from the Event, Renter agrees that these recordings shall not contain any obscene, illicit, pornographic, illegal, racist, sexual, or defamatory content, or any other content that would encroach upon the rights and freedoms of another person, whether that person was a participant or not of the Event.

 

 

  1. Substance Policies. The use of any illegal narcotics or unauthorized controlled substances on the premises of the Venue is expressly prohibited by the Venue and applicable law. Failure to ensure that the Venue is kept as a drug- free location, due to the Renter's negligence or disregard, is subject to legal action by the Venue and

applicable local, state, and federal courts. Smoking of tobacco products is allowed only in the designated smoking areas. Failure to ensure that the Venue is kept smoke free, due to the Renter's negligence or disregard, is subject to an additional cleaning fee of the following: $______________.

 

  1. General

 

7.1. Entire Agreement. This Agreement constitutes the entire agreement between the parties and supersedes and extinguishes all previous agreements, promises, assurances, warranties, representations and understandings between them, whether written or oral, relating to its subject matter.

 

7.2. Waiver and Release. Renter hereby waives any and all rights to any legal claims or actions against Host and releases and discharges Host and Host's heirs, assigns, successors, officers, employees, agents, executors, partners, administrators or any other legal representatives along with anyone claiming through them (hereinafter, collectively, the "Released Parties"), in their individual capacity or in their business capacities, of all claims, causes of actions, liabilities, disputes, demands, damages, agreements, contracts, obligations, promises, debts, and/or accounts of any kind or any nature, whether currently known or unknown, for any damage, loss, or injury of or relating to the rental of the Venue, which Renter has or ever had or may have in the future against Host or any of the Released Parties.

 

 

7.3. Severability. If any provision or part-provision of this Agreement is or becomes invalid, illegal or unenforceable, it shall be deemed modified to the minimum extent necessary to make it valid, legal and enforceable. If such modification is not possible, the relevant provision or part-provision shall be deemed deleted. Any modification to or deletion of a provision or part-provision under this Clause shall not affect the validity and enforceability of the rest of this Agreement.

 

7.4. This Agreement is between the parties. No other person shall have any rights to enforce any of its terms.

 

7.5. Notices. All notices, requests, consents, claims, demands, waivers and other communications made hereunder (each termed a "Notice") shall be in writing and addressed to the Parties at the addresses set forth on the first page of this Agreement. All Notices may be delivered by email or at the address which the Parties may designate to each other, through personal delivery, nationally recognized overnight courier (with all fees prepaid), or certified or registered mail (in each case, return receipt requested, postage prepaid). Except as otherwise provided in this Agreement, a Notice is effective only if (a) the receiving Party has received the Notice and (b) the Party giving the Notice has complied with the requirements of this Section.

Current Email addresses of the Parties are:

Host Email _____________

Renter Email _____________

 

 

7.6. This Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of _____________.

 

7.7. The parties irrevocably agree that the courts of _____________ shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement or its subject matter or formation (including non-contractual disputes or claims).

 

7.8 Termination. This Agreement may be immediately terminated in the event that there is a breach of any of the terms contained herein. This Agreement will also immediately terminate upon the death of the Renter, the inability of either party to perform the services because of a sudden and medically-documented physical or mental disability, the liquidation, dissolution or discontinuance of the operation of the Venue by the Host in any manner, or the filing of any petition by the Host or Renter under federal or state bankruptcy or insolvency laws. Host reserves the right to terminate this Agreement for any reason and at any time. Host also reserves the right to refuse entry to Renter's guests, staff, or affiliates if suspected of any suspicious or illegal activity. Host may also terminate this Agreement if the Renter or any of Renter's affiliates violates any of the terms of this Agreement in any way. Renter may terminate this Agreement as noted above and as follows:

a.) In cases of Host fraud;

b.) With prior notice as follows: _____________. Renter will also be required to pay the following penalty.

 

7.9 Liability. (1) Nothing in this Agreement shall limit or exclude either party's liability for: (a) death or personal injury caused by its negligence; (b) fraud or fraudulent misrepresentation; or (c) any other matter for which it would be illegal or unlawful for that party to exclude or restrict liability.

(2) Subject to (1), Renter shall indemnify Host against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal and other professional costs and expenses) arising out of or in connection with: (a) any claim made against Host for death or personal injury arising out of or in connection with the Event; (b) any claim made against Host for loss or damage to property arising out of or in connection with the Event; and (c) any act or omission of Renter or its guests in breach of this Agreement.

 

 

In WITNESS WHEREOF, the Parties execute the Agreement as follows:

 

Renter Name_____________

Renter Signature_____________

 

Host Name_____________

Host Signature_____________