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OTHER NAMES Event Rental Agreement Event Space Rental

What is a Facilities Rental Agreement?

Renting a venue space is often one of the largest expenses in hosting an event so it is worth your effort to have an agreeable Facilities Rental Contract. The contract outlines all the important details such as dates and fees as well as legal protections.Use the Facilities Rental Agreement document if:
  • You are renting your venue space to a business or individual.
  • You want to rent a facility and you need to supply a contract to the owner.
Our Facilities Rental Agreement is suitable for renting space for any type of event (indoor or outdoor) including weddings, fundraisers, family reunions, concerts and corporate events.

When to use a Facilities Rental Agreement:

  • You are renting your venue space to a business or individual.
  • You want to rent a facility and you need to supply a contract to the owner.

Sample Facilities Rental Agreement

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This ("Agreement"), is entered into on , by and between , of , , ("Lessor") and , of , , ("Lessee"). The parties hereto, intending to be legally bound, and in consideration of the mutual covenants hereinafter contained, agree as follows:

 

GRANT

Lessor, on the dates and times set forth herein, and subject to the terms and conditions of this Agreement, hereby grants to Lessee a license to use ("Facility") for the ("Event") to be held on at .

 

DATE/TIMES OF PERMITTED USE

Access to the Facility for the Event will commence at on the date of the Event and will end at .

 

 

RENTAL FEE

Lessee shall pay to Lessor as a rental fee for the use by Lessee of the Facility, the sum of , plus all other charges to be paid by Lessee under this Agreement (the "Rental Fee"). The balance of the Rental Fee shall be paid in full by Lessee within days from the termination date by Lessor.

 

INDEMNIFICATION

Lessee shall indemnify, defend and save harmless Lessor, its officers, agents and employees from and against any and all loss, cost (including attorneys' fees), damage, expense and liability (including statutory liability and liability under workers' compensation laws) in connection with claims, judgments, damages, penalties, fines, liabilities, losses, suits, administrative proceedings, arising out of any act or neglect by Lessee, its agents, employees, contractors, Lessees, invitees, representatives, in, on or about the Facility. This indemnity shall survive the termination of this Agreement. Lessee hereby releases Lessor from any and all liability or responsibility to Lessee or anyone claiming through or under Lessee by way of subrogation or otherwise for any loss or damage to equipment or property of Lessee covered by any insurance then in force.

 

"AS-IS" CONDITION

Lessee agrees to accept the Facility in its "as-is" condition "with all faults".

 

ASSIGNMENT AND SUBLICENSING

Lessee shall not assign any interest in this License Agreement or otherwise transfer or sublicense the Facility or any part thereof or permit the use of the Facility to any party other than Lessee.

 

TERMINATION

Lessor may terminate this Agreement based upon any one or more of the following events:

A. Failure of Lessee to pay the Rental Fee or any other charges due hereunder when the same is due;

B. Lessee fails to perform any of its covenants hereunder. In any of the aforesaid events, and in addition to any and all rights and remedies available to Lessor by law or in equity, Lessor may, with or without further notice, forthwith terminate this Agreement and expel and remove Lessee, or any other person or persons in occupancy from the Facility, together with their goods and chattels, using such force as may be necessary in the judgment of Lessor or its agents in so doing, without evidence of notice or resort to legal process or becoming liable for any loss of damage which may be occasioned thereby, and repossess and enjoy said Facility, and in addition to any other remedy it may have, Lessor may recover from Lessee all damages it may incur by reason of such breach by Lessee.

 

INTERFERENCE

Lessee shall use the Facility in a manner which shall not cause interference with the use or occupancy of the other portions of the Building by Lessor or others in any way. Lessee's use hereunder will be done in such a manner so as not to interfere with or impose any additional expense upon Lessor in maintaining the Building.

 

RESTORATION

If any damage occurs to the Facility, or if any repairs or replacements need to be made to the Facility as a result of Lessee's exercise of its rights under this License, Lessee shall pay Lessor for any such damage, repairs, or replacements upon demand by Lessor.

 

CANCELLATION

Lessee may cancel this Agreement at any time up to days prior to the Event Date by providing written notice of such election to Lessor, at no cost to Lessee. If Lessee shall elect to so cancel this agreement between and days prior to the Event Date, Lessee will be charged % of the Rental Cost and any expenses incurred in good faith by Lessor in preparation for Lessee's use of the Facility. For cancellations days prior to Event Date, Lessee will be charged 100% of the Rental Costs and any expenses incurred by Lessor.

 

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the . Any legal actions, claims or demands shall be handled in a court of competent jurisdiction within the .

 

SIGNATORIES

This Agreement shall be signed by and by .

 

IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written.

 

LESSOR

 

 

 

By: Date:

 

 

LESSEE

 

 

 

By: Date:

 

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Facilities Rental Agreement FAQs

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  • What are the advantages of a Facilities Rental Agreement?

    This contract includes the basics such as the names of both parties involved, the date and time of the rental and rental fees. While the agreement mostly provides protection for the venue owner, it also offers a few advantages to the event planner, as well.

    Advantages for the venue owner:

    • Protection from libel
    • Acceptance of "as-is" conditions
    • Termination options
    • Recovery of damage costs
    • Cancellation protection with terms

    Advantages for the event planner:

    • Dates are locked in
    • Rate protection
  • How to protect yourself as a venue owner

    In addition to using a Facilities Rental Contract, there are other steps you can take to protect your business. To protect your venue space, you may consider:

    Requiring event insurance
    While you should also have your own insurance, the renters should obtain additional insurance for the event. You might consider requesting an additional insured endorsement to cover your business specifically.

    Take pre-event pictures
    Document the venue's status of repair with images before the event. That way, you can more easily prove if damages were caused by the renter. Always perform pre- and post-event walkthroughs.

    Lock all restricted areas
    Office spaces, storage rooms, roof access doors, and more should be locked provided that it doesn't violate fire safety protocols.

    If necessary, require security and medical event staff
    Larger events may benefit from hired security and medical staff. Security not only helps protect the patrons, but also your facility.

    Charge for use of equipment
    While you may supply tables, linens or sound systems, you can charge for those in addition to the basic rental fee. The additional fee will help you afford to keep equipment up-to-date and functional.

    Cleaning services
    You'll need to decide if renters are allowed to do their own cleaning or if they must use your approved cleaning service. While the renter may save money by cleaning themselves, you'll likely experience better results if you work with a familiar cleaning business. Don't forget to provide adequate refuse containers.

    On-site team
    You should always have someone on-site during events. If it a small venue, that person may just be you. Larger events will likely require a team. The on-site team can help your clients host a problem-free event and can help protect your property.

    Provide a safe environment
    You should know and adhere to all safety requirements. Try to avoid any type of libel issues and protect your reputation by providing an event space that is as safe as possible. Guests should know where safety exits, fire extinguishers and medical kits are located.

  • Event rental space logistic considerations

    Generally when people are choosing a venue, they are first impressed with how the space looks, which is important. However, other elements also require consideration. If you are working with a professional event planner, they likely can help you with issues like safety, security and health requirements, but if you are hosting on your own, you'll want to make sure your event is safe and runs smoothly.

    Consider the following when hosting an event:

    Parking and fire lanes
    Make sure there are enough parking spaces for your attendees without blocking fire lanes. If ample parking is not available, you may consider providing a shuttle, limo service or valet service. You may also benefit from providing the guests with a parking map and by putting up signage the day of the event.

    Bathrooms and handwashing facilities
    Ensure that there are enough bathrooms for your guests and ADA bathrooms if required. Your caterers and servers may also need adequate handwashing facilities to maintain hygiene requirements. If there are not enough bathrooms located in the facility you can easily add portable units to satisfy health requirements.

    Security and door
    While you may not need a security team for a family event or wedding, you may need help with directing patrons to where they need to be. You may be okay with appointing a few people to help direct people and for answering basic questions. For large events, you should hire a security team. A professional security team can help with parking, safety, medical and law enforcement interactions.

    Power and lighting
    You'll want to document exactly how many working power outlets are available for catering, lighting and music. Ensure that the power available is adequate for the music and lighting equipment. If needed, you can rent generators. (Don't forget extra fuel.)

    Medical
    Large events will need a medical team. Smaller events like a wedding are not required to have a medical team, but you should have basic supplies on hand such as aspirin, band-aids, antacids, and so on. You should also know where the nearest medical facilities are located.

    Event insurance
    Even if the event space owner doesn't require you to have event insurance, you should obtain it to protect yourself or your business. Even if you do not serve alcohol, you might consider adding liquor liability coverage, just in case.

    For event planners, professional or otherwise, we offer a wide-variety of helpful service contracts for event vendors and service providers, such as bartenders, cleaning agencies, DJs, caterers, and more.

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