Event Space Rental Agreement
Event rental spaces lend their facilities to event planners, conference managers, wedding planners and other event coordinators. Venues put event rental agreements in place to protect themselves, as well as the companies renting their spaces for events. An event rental space agreement should be signed by your facility manager or owner and the event planner or person in charge of the event being held at your venue.
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Facility Address and Contact Information
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Include the name of the facility, the address and contact information on the event rental space agreement. This is helpful because the person renting the space needs the address for his invitations and your contact information in case he has a question or needs to make a change to the event.
Client Contact Information
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Get your client's contact information so that you can stay connected. Get his mailing address, phone number, email address and even social media handles.
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Date and Time of the Event
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Ensure that you're booking clients for the correct dates and times by listing these details on your event rental agreement. Include both the start and end times. You may also include a note to remind clients that they need to build in time for cleanup.
Event Purpose
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Ask for a brief description of the event being held at your facility. This will help you at the end of the year when you gather results on what types of businesses reserved your space and the most popular types of events that were held in your facilities. The purpose can be at least three lines, giving mention of the target market. This information may also clue you in on how the venue needs to be set up for the day of the event.
Number of Attendees
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Fire regulations make it essential to include the estimated number of attendees on your contract. Also, include the maximum number of attendees your facility can hold.
Floor Plan and Set Up
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List whether your company, or the event planner, are responsible for setting up the space. Include information on how many chairs and tables are needed and how they should be set up. If there's an additional fee for set up, tables, chairs or other supplies, include that as well. Detail information about audiovisual equipment, podiums and any other equipment and supplies the event planner needs your venue to provide, if applicable.
Deposit and Payment Terms
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Event rental facilities typically ask event coordinators for a deposit to reserve their event date and time. Include how much the deposit costs, when it's due and when the remainder of the bill is due. Also, detail your payment terms, so that clients know if you take payments by credit card, cash, online or through money orders.
Insurance and Liability
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Whether you require event coordinators to purchase insurance through external agents, or insurance is included in the cost to rent the facility, detail this in the event rental space agreement. Insurance and liability clauses can help protect you and your venue in the event that an unfortunate accident happens during an event.
Catering
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While some venues allow outside catering, others require event planners to use in-house catering or select from a list of pre-approved vendors. Outline how your facility operates when it comes to food and drink, including alcoholic beverages. Include additional costs for catering, if they apply. If your venue provides food, include the suggested menu and drink options.
Cleaning and Trash Removal
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Decide whether your facility staff will help with cleanup and trash removal, or whether the event coordinator will need to come up with a plan to get the facility back in shape after the event. You may charge an additional fee if your staff is hired to do cleanup, or if the event planner neglects to do his part to get the venue cleaned after his event.
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