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  3. Facility Rental Agreement Template


Facility Rental Agreement

This facility rental agreement between [Sender.FirstName] [Sender.LastName] (Owner) and [Client.FirstName] [Client.LastName] (Client) will commence on [Agreement.Date]. Both parties agree to the following terms and conditions:

Terms & Conditions

PandaTip: The terms and conditions of this facility rental agreement template are designed to be fair to both parties. They protect the facility owner while allowing for reasonable use of the facility by the client during the reserved period.


Prior to this agreement date, the client has signed and submitted a request for the rental of the facility.

A 50% deposit will be due upon the signing of this contract for the reservation of the date requested.

Furthermore, a $500 security deposit will be required before the reservation can be confirmed.

Hours of Operation

All activities including cleanup shall conclude no later than 2am on the date following the reserved date unless prior written permission has been obtained.

The Client will be held responsible for any and all guests on the premises after 2am unless prior approval has been granted.

The Client will be permitted to enter the facilities up to one hour before the reserved time frame for preparation, facility inspection and equipment drop off.

The Client will not be provided with additional time for equipment pick-up. All property belonging to the Client or it’s contractors shall be removed no later than 2am on the day following the date of reservation.

Services Offered

PandaTip: If you offer services beyond simple facility rental, you can outline them in this section of the template.

The Owner will provide staff during the event should any issues arise. The Owner’s staff will provide entry to the facility as well as close the facility upon conclusion of the reservation.

Unless the additional service packages have been purchased, the Owner’s staff will not serve, secure, or decorate during or before the event.

Additional services are offered including bartending, security, tables and chairs set up, food service, and decorating services.

If table and chair services are requested the client must provide a layout for the event before the event date.

The facility will provide deep cleaning both before and after the event. It is the Client’s responsibility to inspect the Facility prior to Rental and to perform basic cleanup at the conclusion of the reservation.

Miscellaneous Terms

No live animals will be allowed on the premises (Excluding service animals).

All guests attending the event shall remain within the designated areas.

The Owner will not be held liable for any property left on the premises after the event’s conclusion.

All facility staff will be permitted to enter the premises at any time during as well as after the event.

The Owner will be permitted to photograph the event during the event so long as such the event is not disrupted.

The Client’s guest number may not exceed the allowed number of people in the facility at any time during the event.

No smoking will be permitted in any area of the facility at any time.

Alcohol consumption during the event requires prior approval by the Owner and will require additional security.


PandaTip: Use the template’s pricing table to detail any deposits or other fees associated with this rental agreement template.

The table below includes all fees and costs for the facility rental. There is a 50% deposit due as well as a $500 security deposit. All final costs and fees including any cleaning fees will be invoiced. All invoices are subject to [Payment.Terms] terms. Any past due invoices will be subject to a $20.00 late fee.

Name Price QTY Subtotal

Subtotal       $0.00
Total    $0.00

Cancellation Policy

The Client may cancel this agreement within five days of the event date. The Owner will refund all security deposits as well as 50% deposit.

Should the Owner choose to cancel this facility rental agreement due to Client’s violation of the terms of this agreement, any fees paid by the Client are considered non-refundable.


PandaTip: This section of the facility rental template makes it clear that your insurance does not cover the client, their guests, or their property.

The Owner maintains general liability, fire, and property insurance. However, Owner’s insurance policies do not cover or protect against loss of Client’s property or damage or injury to Client’s guests or their property.


Client shall provide ample security for all guests during the event.

The facility may provide security for a fee of $200.00 per hour required.

In the event of youth or underage event, additional security will be required. The client may provide chaperones for the youth event with prior authorization.

Beverage Consumption Regulations

No individuals below the legal age required for alcohol consumption shall be permitted to consume alcohol at any time at the Facility.

Alcoholic beverages sold to guests must be provided by a bartender who holds all required licences.


Client agrees to hold facility harmless shall any liabilities, claims, or causes of action that may take place as a result of the Client’s use of the Facility.

The Owner shall not be held liable for any damages, loss or injuries to personnel or guests during the event.


PandaTip: Once you’ve completed and sent this facility rental template, your client will be able to sign electronically. You will receive an emailed notification once they sign the final agreement.

Client has read and aknolodges this agreement in its entirety.

Facility Rental Agreement Template

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