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Event Facility Rental Agreement Form Template

Create a Clear Rental Agreement for Your Event

Are you struggling to clarify rental terms for your event space? This Event Facility Rental Agreement Template helps event planners, facility owners, and organizations secure smooth rentals while clearly defining all necessary terms. With this template, you'll establish clear expectations, protect your interests, and enhance communication with clients, whether you're renting out a venue for a wedding, a conference, or a corporate event. Plus, enjoy the peace of mind that comes with a professionally crafted document that's WCAG-aligned for accessibility. Try using the live template to fit your needs.

Use this Template (FREE) Live Preview
Organization or group name
Primary contact full name
Primary contact email
Primary contact phone
Mailing address
Is your organization a registered nonprofit?
Yes
No
Event title
Event purpose and description
Event date
Event start time (e.g., 2:00 PM)
Event end time (e.g., 5:00 PM)
Expected attendance (estimate)
Is this a free, non-ticketed event?
Yes
No
Will the event be open to the public?
Yes
No
Area or room requested
Room layout preference
Theater
Classroom
Banquet
Boardroom
U-shape
Open space
Not sure
Equipment needed (select all that apply)
Please Specify:
Technical support needed
None
Basic setup (connect projector/audio)
Full A/V operator during event
Not sure
Accessibility accommodations requested (select all that apply)
Please Specify:
Will food be served?
Yes
No
Will alcohol be served?
Yes
No
If alcohol is served, will a licensed bartender be used?
Yes
No
Are minors (under 18) expected to attend?
Yes
No
Do you have general liability insurance for this event?
Yes
No
Will you obtain any required permits or licenses (if applicable)?
Yes
No
Security provision
Not required
Provided by renter
Provided by venue
Not sure
I have reviewed the Facility Use Policy and applicable rules.
Yes
No
I will return the space to its original condition after the event.
Yes
No
I will comply with all applicable laws and regulations.
Yes
No
I agree to indemnify and hold the venue harmless to the extent permitted by law.
Yes
No
Fee waiver basis
Free community event
Internal organization use
Nonprofit-sponsored
Educational or charitable purpose
Government or civic event
Other
Please Specify:
Authorized representative full name
Title or role
Signature (type full name to sign)
Date signed
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Paper art illustration showcasing an event facility rental agreement form template for FormCreatorAI

When to use this form

Use this form when you rent a hall, conference room, gym, or similar space for a one-time or recurring event. It fits wedding receptions at a community center, a nonprofit gala in a museum hall, a corporate offsite in a meeting room, or a church banquet. You can define dates and access hours, capacity, fees and deposits, alcohol rules, insurance, A/V, security, and cleaning, so everyone knows the terms and schedule. If you also rent decor or inflatables for parties, pair it with the Party rental agreement form. For pools or aquatics facilities, reference the Swimming pool rental form. For short stays in houses or apartments used as venues, the Short term rental agreement form can cover guest use.

Must Ask Event Facility Rental Agreement Questions

  1. What is the event date, access times, and total hours requested?

    Clear timing prevents overtime disputes and double bookings. It also helps you schedule staff, security, and cleaning windows.

  2. What is the expected headcount and room setup (seated, standing, stage, dance floor)?

    Knowing capacity and layout keeps you compliant with fire codes and noise limits. It also guides chair, table, and A/V needs.

  3. Will food or alcohol be served, and who is the licensed caterer or bar service?

    This determines permits, staffing, and policies like last call or service areas. It also clarifies who carries liability for service.

  4. What insurance coverage will you provide, including limits and an additional insured certificate?

    Requiring a COI shifts risk and speeds claims handling if something goes wrong. Ask for deadlines to receive documents before access.

  5. What are the payment schedule and refundable deposit conditions (damages, cleaning, overtime)?

    Spelling out due dates and triggers for withholding a deposit reduces chargebacks and confusion. It also sets expectations for inspections and release timelines.

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