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What is Event Venue Rental Agreement?
Event Venue Rental Agreement Specifies terms for renting a venue for events, including rental fees, event dates, and venue usage rules and restrictions.
Sample template:
EVENT VENUE RENTAL AGREEMENT
This Event Venue Rental Agreement (hereinafter "Agreement") is entered into as of the date of signing, by and between the Grand Oaks Convention Center, a United States entity (hereinafter "Venue") located at [Venue Street Address, City, State, Zip Code], and the Event Organizer, [Event Organizer Name, Company Name/Organization, Address, Contact Information] (hereinafter "Organizer"), for the rental of the Venue for Elegant Gala Night taking place on November 14, 2023.
1. Rental Fees and Payment
1.1. Rental Fee
The Organizer agrees to pay the Venue a rental fee of $[Rental Fee] (hereinafter "Rental Fee") for the use of the Venue on November 14, 2023. The rental period will be from [Start Time] to [End Time], including time for setup and takedown of the event.
1.2. Payment Schedule
The Rental Fee will be due according to the following payment schedule: An initial deposit of 50% of the Rental Fee, totaling $[Deposit Amount], is due upon signing of this Agreement. The remaining balance of 50%, totaling $[Remaining Amount], is due no later than thirty (30) days prior to November 14, 2023.
2. Security Deposit
A refundable security deposit of $[Security Deposit Amount] (hereinafter "Security Deposit") is due upon signing of this Agreement. The Security Deposit will be used to cover any damages to the Venue, its equipment, or furnishings due to the Organizer's negligence or misuse during the event rental period. The Venue will refund the Security Deposit, less any deductions for damages, within thirty (30) days following the event. In the event that damages exceed the Security Deposit, the Organizer will be responsible for the additional costs.
3. Event Setup
3.1. Setup and Takedown
The Organizer will be responsible for all event setup and takedown, including decorations, equipment, and furnishings. The Organizer shall ensure that the setup and takedown of the event occurs within the rental period specified in Section 1.1. Any additional time required for setup or takedown may result in additional rental fees, as determined by the Venue.
3.2. Venue Approval
All event setup plans, including floor plans, decorations, and equipment, must be submitted to the Venue for approval at least fourteen (14) days prior to November 14, 2023. Any modifications to the approved plans must be approved by the Venue in writing prior to the event date.
4. Venue Usage
4.1. Capacity
The Organizer shall not exceed the maximum occupancy of the Venue, which is [Maximum Occupancy]. The Organizer will be held responsible for any fines or penalties resulting from exceeding maximum occupancy as determined by local, state, or federal law.
4.2. Conduct
The Organizer is responsible for the conduct of all attendees, staff, and third-party vendors during the event. The Organizer shall ensure that all event attendees adhere to the Venue rules, regulations, and any applicable local, state, or federal laws.
4.3. Prohibited Activities
The following activities are prohibited at the Venue: smoking, use of open flames or candles, open containers of alcohol outside designated areas, and any other activities deemed unsafe or illegal by the Venue.
5. Cancellation and Termination
5.1. Cancellation by Organizer
If the Organizer cancels the event more than ninety (90) days before November 14, 2023, the Venue will refund the Rental Fee and Security Deposit, less a $[Cancellation Fee]. Cancellation within ninety (90) days of November 14, 2023, will result in forfeiture of the Rental Fee but the Security Deposit will be refunded.
5.2. Termination by Venue
The Venue reserves the right to terminate this Agreement and cancel the event if the Organizer breaches any terms of this Agreement, fails to pay the Rental Fee or Security Deposit as required, or engages in any illegal activities in connection with the event. In such cases, the Venue will provide written notice to the Organizer and will retain any and all payments made by the Organizer as liquidated damages, not as a penalty.
6. Indemnity and Liability
The Organizer agrees to indemnify, defend, and hold harmless the Venue, its owners, employees, and agents from any and all claims, damages, losses, expenses, liabilities, or injuries, including reasonable attorney's fees, arising out of or related to the event, including but not limited to any breach of this Agreement or any act, omission, or negligence of the Organizer or its employees, agents, attendees, or third-party vendors.
7. Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the United States and the state in which the Venue is located, without regard to any conflict of law principles.
8. Entire Agreement
This Agreement constitutes the entire understanding and agreement between the Organizer and the Venue concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, whether oral or written, between the parties relating thereto.
IN WITNESS WHEREOF, the parties have executed this Event Venue Rental Agreement as of the date first above written.
______________________________________ ______________________________________
[Venue Authorized Representative Name] [Event Organizer Name]
Venue Authorized Representative Event Organizer
Common Sections of an Event Venue Rental Agreement
In this Event Venue Rental Agreement, you will see the following sections:
- Rental Fees and Payment
- Security Deposit
- Event Setup
- Venue Usage
- Cancellation and Termination
- Indemnity and Liability
- Governing Law
- Entire Agreement
Summary of each section:
- Rental Fees and Payment : This section outlines the total rental fee for the event, the payment schedule, and when payments are due. Think of it as the price tag and payment plan for renting the venue.
- Security Deposit : This part explains the refundable security deposit, which covers any damages caused by the event organizer. It's like a safety net for the venue in case something goes wrong.
- Event Setup : This section details the organizer's responsibilities for setting up and taking down the event, as well as getting approval for event plans from the venue. It's like a guide for how the organizer should prepare the venue for the event.
- Venue Usage : This part outlines the rules for using the venue, including maximum occupancy, attendee conduct, and prohibited activities. It's like the rulebook for what's allowed and not allowed during the event.
- Cancellation and Termination : This section explains the consequences of canceling the event or breaching the agreement, including fees and refunds. It's like an exit plan for both parties if things don't work out.
- Indemnity and Liability : This part states that the event organizer will protect the venue from any legal issues or damages related to the event. It's like an insurance policy for the venue in case of any problems.
- Governing Law : This section specifies which laws apply to the agreement and how any disputes will be resolved. It's like a roadmap for navigating any legal issues that may arise.
- Entire Agreement : This part states that the agreement is the complete understanding between the organizer and the venue, and that any previous agreements are no longer valid. It's like a final stamp of approval on the terms of the rental.
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