Venue Rental Contract

The Parties

This venue rental contract is between the following parties:

The owner:[Sender.FirstName][Sender.LastName] from [Sender.Company] and 

The renter:[Client.FirstName][Client.LastName] from [Client.Company]​

Rental Information

Event:

 (Name of event)    

Date:    

(date)

Time: 

Start time: (enter time)     

End time: (enter time)

(or choose one)

9:00 – 12:00

12:00 – 18:00

Full day (9:00 – midnight)

Half day (15:00 – 21:00)

Custom time (extra $100): 

​

Venue rental:

(choose one)

Grand Ballroom (include photo if possible)

Outdoor patio (include photo if possible)

Wedding site (include photo if possible)

(enter venue/room name) (include a photo if possible)

(enter venue/room name) (include a photo if possible)

(enter venue/room name) (include a photo if possible)

Type of event:

(choose all that apply)

Wedding reception

Wedding ceremony

Standard reception

Meeting

Workshop/class

Banquet

Buffet

Dinner Dance

Dance

Other (specify)

For events requiring a change in setup (for example, a meeting with dinner right after), there will be an additional setup change fee of $(amount). 

Total venue rental cost: $(amount)

Tables, Chairs, and Set Up

Tables

All tables include basic linen. There will be an additional $(amount) fee for extra linen. 

Chairs

Chair covers are available for an extra $(amount).

Total number of tables:

Total number of chairs:

Total cost of tables and chairs: $10.00​

Additional Rental Items

Check all that apply:

Total cost for additional items: $300.00​

Staff

Total cost for staff: $ $200.00​

Food and drinks

Total cost for additional items: $$50.00​

Terms and Conditions

1. Payment

The total cost of the rental is $(amount). The renter agrees to pay the following fees by the following dates:

A deposit of 50% of the total rental amount, totaling $(amount), is due by (date).

The remaining fee of $(amount) is due by (date).

Payments can be made by (specify method – cash, debit card, credit card, PayPal), (specify how- on the company's website or in person). 

If the amounts above are not paid by or before the due dates, the reservation will be canceled. (Or alternative consequences). 

2. Rental Extension and Overtime Fees

If the renter wishes to extend the event end time, a request must be made (number of days) days in advance. Any requests made less than this number of days until (two days before the event) will be granted at an extra fee of $(amount).

On the day of the event, if the rental space listed above is occupied for more than (amount of time, e.g., 15 minutes) after the rental end time in this contract, an extra $(amount) will be charged.

3. Cleaning & Repair Fees

The renter shall be responsible for removing all their belongings, garbage, and any items not present in the venue before the event. 

If cleaning fees are required for (list reasons), an additional fee of $(amount) will be charged.

The renter shall also be responsible for any damaged items and agrees to pay any repair fees for (list items) if needed.

4. Storage Fees

If the renter needs to store any items in the venue the night before, an additional fee of $(amount) will be charged.

5. Modification

All requests for modification to the venue or item rental must be received by the owner in writing (number of days) days in advance. Any requests received less than (number of days) days before the event will incur a fee of $(amount).

No modification of this contract shall be effective until signed by all parties. 

6. Cancellation

Venue rentals can be canceled, providing the owner receives written notice from the renter (number of days) days before the event begins. In this case, the deposit will (be refunded / not be refundable). 

If the owner does not receive a written cancellation notice (number of days) days before the event begins, (state the consequences). 

7. Severability

If any aspect of this contract shall be deemed invalid, illegal, or unenforceable by any legal authority, the validity, legality, and enforceability of all the other aspects shall not be affected in any way. 

8. Liability

The renter will be liable for any damage, legal actions, or loss of items, reputation, or business opportunities caused to (Company Name) that occurs as a result of the renter renting the venue. The renter agrees to indemnify and hold the owner harmless against any actions that may be required as a consequence of the renter's use of the venue. 

IN WITNESS THEREOF, the parties agree to the terms and conditions outlined in this contract. This contract is hereby executed by the parties as follows: