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what we'll cover
what is an event space rental agreement?
event space rental agreements are contracts covering the short-term hire of a venue for the purposes of holding an event. this event space rental agreement can be used for a range of events, from weddings and parties to commercial photoshoots and promotional or networking events.
when should i use an event space rental agreement?
use this event space rental agreement:
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to rent out a space on a one-off or recurring basis
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to rent a space to a consumer or a business customer
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when the provider (ie the party renting out the space), the customer (ie the party renting the space), and the space are all in england, scotland, or wales
sample event space rental agreement
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event space rental agreement
this contract for the hire of premises for use for an event (the agreement) is made on the date of last signature below between:
parties
- , the party that is providing the premises (the provider); and
- , the party that is hiring the premises (the customer); together the parties and each a party.
agreement
meanings
- in this agreement, the following words are defined:
data protection laws
any applicable law relating to the processing of personal data, including but not limited to the gdpr and the data protection act 2018;
event
;
gdpr
the uk general data protection regulation (2016/679);
premises
;
services
the provision of the premises for use by the customer for the purposes of carrying on the event in exchange for the fees;
working day
any day other than a saturday, sunday or public holiday in england and wales.
- in this agreement, unless the context requires a different interpretation:
- the singular includes the plural and vice versa;
- references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this agreement;
- a reference to a person includes firms, companies, government entities, trusts and partnerships;
- “including” is understood to mean “including without limitation”;
- reference to any statutory provision includes any modification or amendment of it;
- the headings and sub-headings do not form part of this agreement; and
- "writing" or "written" will include fax and e-mail unless otherwise stated.
hire of premises
- this agreement governs the customer’s hire of the premises from the provider for the purposes of the event (the services).
- the customer will hire the premises (the hire period). they may use the premises during this time in accordance with the rules set out within this agreement. any time that the customer requires to set up or pack down the event, including time required to ensure the premises are left in the same state that they were in before the start of the hire period to the extent required by this agreement, must be included within this hire period.
fees to be paid for the services
- in exchange for the services, the customer will owe the provider
- the fees are due.
- unless explicitly agreed otherwise in this agreement or elsewhere, the customer is not responsible for any additional charges that the provider incurs in carrying out the services, including but not limited to utility costs, council tax or rent payments, taxes, materials and equipment costs, licensing costs, and legal fees or payments due to third parties being impacted by delivery of the services; except where such are incurred due to the customer behaving in breach of this agreement.
- the provider and the customer shall pay all amounts due under this agreement in full without any deduction except regarding any deductions required by law. neither party shall be entitled to assert any credit, set-off, or counterclaim against the other in order to justify withholding payment of any amount due, in whole or in part.
provider’s obligations
- the provider is responsible for ensuring that the premises are appropriately safe for use by the customer (including for any people that will be at the premises in connection with the event, including any guests as well as staff members, contractors, or others engaged by the customer). this includes but is not limited to the provider abiding by all applicable obligations under health and safety, occupier’s liability, and general negligence laws.
- the provider is responsible for ensuring that the premises are permitted to be used for the event in the manner provided for in this agreement. this includes but is not limited to:
- ensuring that the provider has the authority to grant the customer access to the premises for the purposes of the services (e.g. by holding ownership rights in the premises and any necessary permissions from any other parties holding rights in the premises);
- ensuring that the premises has the appropriate use class(es) to allow it to be used for the event;
- except as provided otherwise elsewhere in this agreement, obtaining, maintaining, and ensuring the suitability of any necessary licences to enable the event to take place (e.g. a premises licence for the service of alcohol or a specific type of music licence);
- ensuring the premises has all necessary features to enable it to be safely used for the event and in accordance with this agreement.
- except where such are due to the conduct of the customer in contradiction of this agreement, the provider is responsible for abiding by the law in all regards in the course of their provision of the services, including but not limited to responsibility for infringements of third parties’ rights. this includes but is not limited to advertising, data protection, criminal, human rights, anti-bribery and corruption, employment, and personal injury law.
- the provider commits to providing the services with reasonable skill and care.
- the provider must maintain appropriate business insurance with regard to the premises and the services more broadly.
customer’s obligations
- the customer must abide by any reasonable instructions or requests issued by the provider or anybody acting on behalf of the provider, when such are issued for the purpose of enabling the provider to meet their obligations under the law in relation to ensuring the safety of people or property.
- the customer must only use the premises for the purposes of the event. this includes preparing for and packing down the event. any conduct that would not reasonably be expected in relation to the event is not permitted.
- the customer is responsible for any harm that is caused to the premises and any fixtures or other features of it (except for fair wear and tear) by anybody that the customer has allowed to be present at the premises due to the event, including guests, staff members, contractors, or others engaged by the customer.
- except as qualified elsewhere in this agreement, the customer must leave the premises at the end of the hire period in the same condition it was in at the start of the hire period.
- the customer must maintain any business insurance that’s reasonably necessary for them to hold with regard to their event and use of the premises.
- the customer will abide by the following rules and requirements regarding their use of the premises, and is responsible for ensuring that anybody that they invite to the premises does not act in breach of these rules:
- the premises must not be altered in any way that will persist after the end of the hire period.
- any temporary alterations (e.g. erection of stages or other temporary structures) must be notified to the provider at least 7 working days ahead of the day on which the hire period begins and the provider must grant permission for these.
ending the agreement
- this agreement shall continue until the parties’ obligations under the agreement are discharged unless it is terminated earlier in accordance with the following clauses of this section (i.e. that headed “ending the agreement”).
- either party may terminate this agreement immediately by giving written notice to the other party if that other party:
does not pay any sum due to it under the agreement within 14 working days of the due date for payment;
commits a material breach of the agreement which, if capable of remedy, it fails to remedy within 7 working days after being given written notice specifying full particulars of the breach and requiring it to be remedied;
persistently breaches any term(s) of the agreement;
is dissolved, ceases to conduct substantially all of its business, or becomes unable to pay its debts as they fall due;
undergoes a change of control (within the meaning of section 1124 of the corporation tax act 2010); or
(if that party is an individual) dies or, as a result of illness or incapacity, becomes incapable of managing their own affairs.
- the customer may terminate this agreement immediately by giving written notice to the provider if the provider:
- is a company over any of whose assets or property a receiver is appointed;
- makes any voluntary arrangement with its creditors or (if the provider is a company) becomes subject to an administration order (within the meaning of the insolvency act 1986);
- (if the provider is an individual or firm) has a bankruptcy order made against it or (if the provider is a company) goes into liquidation; or
- is convicted of any criminal offence.
- neither party shall be liable for any failure or delay in performing their obligations where such failure or delay results from any cause that is beyond the reasonable control of that party.
such causes include, but are not limited to: power failure, internet service provider failure, acts of god, epidemic, pandemic, civil unrest, fire, flood, droughts, storms, earthquakes, collapse of buildings, explosion or accident, acts of terrorism, acts of war, governmental action, any law or any action taken by a government or public authority, including without limitation imposing an export or import restriction, quota, or prohibition, or any other event that is beyond the control of the party in question.
the party affected by a circumstance beyond its control shall use all reasonable endeavours to mitigate the effect of the force majeure upon the performance of its obligations.
the corresponding obligations of the other party will be suspended to the same extent as those of the party affected by a force majeure event.
if the delay continues for a period of 14 days, either party may terminate or cancel the services to be carried out under this agreement.
- all sums owed to the provider under this agreement shall become due immediately on the agreement’s termination, except where provided otherwise within the agreement.
- termination or expiry of the agreement shall not affect any rights, remedies, obligations, or liabilities of the parties that have accrued up to the date of termination or expiry, including the right to claim damages in respect of any breach of the agreement which existed at or before the date of termination or expiry.
- other than as set out in the agreement, neither party shall have any further obligation to the other under the agreement after its termination or expiry.
liability
- nothing in this agreement limits or excludes either party’s liability in any way for:
- death or personal injury caused by its negligence;
- fraud or fraudulent misrepresentation;
- breach of the terms implied by section 2 of the supply of goods and services act 1982 (title and quiet possession); or
- any other losses which cannot be limited or excluded by applicable law.
- except for as set out in the first clause of this section (i.e. the section headed “liability”) or as a direct consequence of any breaches of the commitments provided by the parties in the sections headed “provider’s obligations” and “customer’s obligations”, neither party shall have any direct or indirect liability to the other party, whether in contract, tort (including negligence), for breach of statutory duty, or otherwise, arising under or in connection with this agreement for:
loss of profits;
loss of revenue;
loss of sales or business;
loss of agreements or contracts;
loss of savings or discounts (actual or anticipated);
loss of or damage to goodwill or to reputation;
loss of use or corruption of software, data or information;
any indirect, special or consequential loss.
- the provider shall not have any liability for loss or damage to property belonging to the customer or a third party that is present at the premises by the customer’s election, unless such loss or damage is due to the provider’s negligence or the negligence of the provider’s agents, sub-contractors, consultants, employees, or others working on its behalf.
- except for as set out in the first clause of this section (i.e. the section headed “liability”), the total liability of the provider for any loss experienced by the customer in respect of any one event or series of connected events due to the provider’s breach of the agreement shall not exceed £.
- except for as set out in the first clause of this section (i.e. the section headed “liability”), the total liability of the customer for any loss experienced by the provider in respect of any one event or series of connected events due to the customer’s breach of the agreement shall not exceed £.
- the terms implied by sections 3 to 5 of the supply of goods and services act 1982 are, to the fullest extent permitted by law, excluded from this agreement.
communication between the parties
- the best method of contacting the provider is via email at . the customer will as soon as is reasonably practicable and not more than 12 hours following the end of the hire period notify the provider via this communication method of any issues that occur during the hire period with regard to premises. any issues with or concerns about the services provided will be made known to the provider as soon as reasonably practicable via this communication method.
- the best method of contacting the customer is. any issues with or concerns about the customer’s use or planned use of the premises will be made known to the customer as soon as reasonably practicable via this communication method.
- any notice (other than in legal proceedings) to be delivered under the agreement must be in writing and delivered by pre-paid first class post to or left by hand delivery at the other party’s registered address or place of business, sent by email to its main business email address, or sent by fax to its main fax number. notices:
- sent by post will be deemed to have been received, where posted from and to addresses in the united kingdom, on the second working day and, where posted from or to addresses outside the united kingdom, on the tenth working day following the date of posting;
- delivered by hand will be deemed to have been received at the time the notice is left at the proper address;
- sent by email will be deemed to have been received on the next working day after sending, provided they were sent to the correct email address and no notice of delivery failure is received; and
- sent by fax will be deemed to have been received on the next working day after transmission.
privacy
- each party commits to complying with data protection laws with regard to personal data it receives from the other party in the course of delivery of the services. where one party supplies the other with personal data relating to that party or to any other individual (including but not limited to guests, contractors, and staff members) in the course of the provision of the services, the recipient party will comply with the obligations imposed by data protection laws and with that party’s own privacy policy and/or data protection procedures.
- for the purposes of this agreement, 'personal data' and 'processing' shall have the same meaning as in the gdpr.
general
- this agreement contains the whole agreement between the parties relating to its subject matter and supersedes all prior discussions, arrangements, or agreements that might have taken place in relation to the agreement. nothing in this clause limits or excludes any liability for fraud or fraudulent misrepresentation.
- neither party may assign, transfer, sub-licence, or sub-contract to any third party the benefit and/or burden of the agreement or of any of the rights under this agreement without the prior written consent (not to be unreasonably withheld) of the other party.
- no variation of the agreement will be valid or binding unless it is recorded in writing and signed by or on behalf of both parties.
- the does not apply to the agreement and no third party has any right to enforce or rely on any provision of the agreement.
- unless otherwise agreed, no delay, act, or omission by a party in exercising any right or remedy available in relation to this agreement will be deemed a waiver of that, or any other, right or remedy.
- a provision which by its intent or terms is meant to survive the termination of the agreement will do so.
- if any court or competent authority finds that any provision (or part) of the agreement is invalid, illegal, or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of the agreement will not be affected.
- unless specifically provided by the parties, nothing in the agreement will establish any employment relationship, partnership, or joint venture between the parties, or mean that one party becomes the agent of the other party, nor does the agreement authorise any party to enter into any commitments for or on behalf of the other party.
- nothing in the agreement should be construed as granting the customer an exclusive right of occupation or any other right in the land or property that constitute the premises or in any part of these; except for the temporary right to use of the premises for duration of the hire period only on the terms set out in this agreement.
jurisdiction
- except where an exception applies as required by law (e.g. in relation to disputes under consumer law):
- this agreement will be governed by and interpreted according to the laws of england and wales.
- all disputes and claims arising under the agreement (including non-contractual disputes or claims) will be subject to the exclusive jurisdiction of the courts of england and wales.
the parties have signed this agreement on the date(s) below:
about event space rental agreements
learn about making your event space rental agreement
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how to make an event space rental agreement
making your event space rental agreement online is simple. just answer a few questions and 2022世界杯32强抽签时间 will build your document for you. when you have all the information about the venue hire prepared in advance, creating your document is a quick and easy process.
you’ll need the following information:
the parties
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what are the provider’s name, address, and legal structure? if it’s a company or llp, what is its company or llp number?
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who is the provider’s signatory, if it’s a company, llp, or partnership? this is the person who will sign the agreement on the company, llp, or partnership’s behalf.
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what are the provider’s email address and phone number?
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what are the customer’s name, address, and legal structure? if it’s a company or llp, what is its company or llp number?
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what are the customer’s email address and phone number?
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who is the customer’s signatory, if it’s a company, llp, or partnership?
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is the customer a consumer?
the venue hire
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what is the address of the venue that’s being hired?
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is the customer hiring the whole of the premises at this address or only part of them?
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if only part, which part?
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what event is the customer hiring the venue for?
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is the customer hiring the venue on a one-off or recurring basis?
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when is the customer hiring the venue?
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are there specific requirements for the venue and/or how the provider manages the hire? if so, what are they?
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are there specific rules and/or requirements for the customer's use of the venue? if so, what are they?
fees and payments
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will the customer pay a fixed-fee or a particular rate per unit of a particular time period (eg per hour)?
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how much are the fees?
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when must the fees be paid by?
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are fees inclusive or exclusive of vat, or is vat not applicable?
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does the customer need to pay a deposit?
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if so, how much must they pay?
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when must the deposit be paid by?
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does the customer need to pay a refundable bond?
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if so, how much must they pay?
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when must the bond be paid by?
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can the provider charge a penalty fee if the customer uses the venue for longer than the agreed hire period?
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if so, how much can they charge?
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will the provider issue an invoice before a payment is due?
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if not, which payment methods can the customer use to pay the provider:
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bank transfer? if so, what are the account details?
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cash?
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cheque?
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paypal? if so, what is the email address for the account to be paid?
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liability and insurance
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what is the provider's maximum liability for a loss the customer experiences due to the provider's breach of the agreement?
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what is the customer's maximum liability for a loss the provider experiences due to the customer's breach of the agreement?
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does the provider have to hold any specific types of insurance during the venue hire?
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if so, which types of insurance must they hold? for example, product liability and environmental liability? for each type, what is the insurance cap (ie maximum for a claim or a series of connected claims)?
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if the customer is not a consumer: does the customer have to hold any specific types of business insurance during the venue hire?
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if so, which types of insurance must they hold? for each type, what is the insurance cap?
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information for the customer
if the customer is a consumer:
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how can they access the provider's privacy policy? if online, what is the policy’s url?
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will the provider provide any after-sales services (eg services following up on the venue hire in some way)?
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if so, what are they?
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does the provider follow any codes of conduct?
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if so, which ones and where can they be found?
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how will the provider deal with any complaints from the customer?
ending the event space rental agreement
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can the provider end the agreement by choice (ie without having to provide a reason)?
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if so, when can they do so? eg within how many days after the agreement is made, or up until how many days before the hire period starts?
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can the customer end the agreement by choice?
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if so, when can they do so?
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will the provider return the customer's deposit if the customer ends the agreement by choice?
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can the customer reschedule their venue hire instead of ending the agreement by choice?
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note that the provider and customer will always have the option to end the agreement by choice if the venue is hired on a recurring basis.
jurisdiction
will the laws of england and wales or the laws of scotland apply to the agreement?
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common terms in an event space rental agreement
event space rental agreements help to manage the risks involved in the rental of a space for an event. to do this, this event space rental agreement template includes the following terms and sections:
‘this contract for the hire of premises for use for an event (the agreement) is made… ‘
the event space rental agreement starts by clearly identifying the parties to the contract and the date on which the agreement is made.
definitions
this table sets out the meanings of key terms used within the agreement. when these terms are used capitalised throughout the agreement, they carry the meaning they’re given in this table. for example, ‘premises’, ‘working day’, and ‘event’ are defined here.
hire of premises
this section sets out the key parameters of the venue hire. it identifies when the venue is being hired and sets any requirements of the premises or the provider’s provision of the premises (eg regarding catering or staffing services included with the hire or fixtures that must be present in the venue).
fees to be paid for the services
this section gives details of the various payments that may be due under the agreement. it covers:
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the main fees and when they’re due
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whether a deposit is required and, if so, how much it is, when it’s due, and how it will be dealt with
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whether a bond is required and, if so, how much it is, when it’s due, and how it will be dealt with
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whether the provider can charge a penalty fee if the customer uses the venue for longer than permitted and, if so, at what hourly rate this can be charged
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how payment should be made (either following the instructions issued in an invoice or by specified methods, such as bank transfer)
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whether fees are inclusive or exclusive of vat (or whether vat is not applicable)
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that the customer isn’t responsible for any extra charges (eg the provider’s expenses)
provider’s obligations
next, the agreement gives details of what the provider must do in relation to the venue hire. for example, they’re generally responsible for ensuring the premises comply with the law (eg health and safety law) and that their use for the event is legally permitted (eg with regard to its use classes and licensing laws). the provider’s general obligation to maintain appropriate insurance in relation to the venue and the provider’s provision of it is covered here, and any specific types of insurance that must be held are identified and minimum caps specified.
if the customer is a consumer, this section also contains some of the information that the provider must give the customer in order to comply with consumer law’s information requirements.
customer’s obligations
the customer’s obligations under the agreement are set out here. they’re always responsible for:
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complying with reasonable instructions from the provider to help the provider comply with the law (eg safety instructions)
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only using the venue for the event
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not harming or altering the premises or anything in them, beyond fair wear and tear
if the customer is not a consumer, the customer’s general obligation to maintain appropriate insurance in relation to the venue and the event is covered here, and any specific types of insurance that must be held are identified and minimum caps specified.
obligations on the customer beyond these are dependent on what you specify. for example, the customer may be given responsibility for hiring certain contractors (eg caterers or security staff), obtaining necessary business licences, cleaning the venue in a particular way, or complying with rules about capacity limits.
ending the agreement
this section explains when and how the agreement can end.
variations situations are set out that allow one party or either party to end the agreement (eg if a party seriously or persistently breaches the contract, does not pay fees owed, or is dissolved).
if you choose to give the provider, customer, or both the option to end the agreement by choice (ie without needing a reason), this is set out and the timeframes within which a party must give notice to exercise this right are identified. if the customer can end the agreement early, the section also identifies whether any deposit paid will be returned and whether rescheduling is also an option.
if the customer is a consumer, this section sets out their consumer cancellation rights.
this section contains a force majeure clause that specifies what happens if the event hire cannot take place due to events outside of the parties’ control.
the section also deals with what happens after the agreement ends (eg all fees or other sums owed will become due immediately).
liability
this section contains various limitations on liability (ie restrictions on when one party is responsible for losses it causes to the other in relation to this agreement). for example, a cap is set on each party’s liability in most circumstances and types of loss that the parties generally won’t be liable for are set out (eg indirect loss or loss of profits).
situations in which parties cannot limit their liability are also highlighted. for example, liability for death or personal injury caused by their negligence.
communication between the parties
the best methods of contacting each party are identified here and contact details are provided. the requirements for serving legal notices related to the agreement are also set out. the provider’s procedure for handling customer complaints may also be set out here.
privacy
this section deals with the parties’ adherence to data protection laws. if the customer is a business customer, it highlights both parties’ commitments to adhering to the law and their own data protection policies and procedures. if the customer is a consumer, it sets out the provider’s obligation to protect the customer’s privacy and identifies where the provider’s privacy policy can be found.
general
this section deals with various other points of law that govern how this agreement operates. for example:
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stating that this agreement is the entire agreement, ie the agreement contains all of the agreement between the provider and the customer (ie there are no additional terms). this helps avoid confusion if, for instance, other terms were in contemplation during negotiations
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restricting how the parties can deal with the agreement (eg preventing them from assigning their rights or obligations under the agreement to others without the other party’s permission)
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requiring that any variations to the agreement be in writing and signed
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excluding the contracts (rights of third parties) act 1999 or the contract (third party rights) (scotland) act 2017. this essentially means that third parties (ie not the provider or the customer) that would otherwise be able to enforce obligations under this agreement under the relevant act cannot do so
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clarifying that the agreement does not create an employment relationship, partnership, joint venture, or agency arrangement between the parties
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clarifying that the agreement does not grant a lease (ie tenancy) or other ongoing right to occupy the venue
jurisdiction
this section sets out which country’s legal system must be used to resolve any disputes arising in relation to the agreement (ie the agreement’s jurisdiction). this is necessary as the legal systems of england and wales and of scotland are different.
a consumer’s ability to enforce some consumer rights within the legal system of other countries of the uk is also noted.
‘the parties have signed this agreement on the date(s) below…’
the agreement ends with spaces for the provider and customer to both sign the agreement to make it legally binding.
schedule 1 - model cancellation form
if this customer is a consumer, this schedule will be included to provide a form that the customer may use to exercise their right to cancel a contract in accordance with their statutory cancellation rights, should they wish.
if you want your event space rental agreement to include further or more detailed provisions, you can edit your document. however, if you do this, you may want a lawyer to review the document for you (or to make the changes for you) to make sure that your modified event space rental agreement complies with all relevant laws and meets your specific needs. use 2022世界杯32强抽签时间 ’s ask a lawyer service for assistance.
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legal tips for renting out venues
allocate risk fairly
events can be a great web of precariously timed what-ifs and only-ifs. contingency plans are essential, as is managing the risks of financial and other losses that could occur if, for example, a venue isn’t available as promised or is damaged by a hirer.
having an event space rental agreement is key to assessing and deciding how to allocate these risks. for example, the agreement prompts you to decide whether the parties must hold certain types of insurance and whether they want to limit their financial liability to each other in the event of a dispute. both parties should properly consider what they’re committing to when making their agreement and should evaluate the promises they’re being made in return.
cover your legal bases elsewhere too
holding an event of any kind can be a complex undertaking. there may be multiple services arrangements involved with lots of different parties; regardless of whether it’s the customer or provider of the venue that’s responsible for these. make sure to have comprehensive legal agreements in place for everything, for example:
moreover, make sure to have plans in place and carried out to abide by other areas of law. for example:
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know which business licences you need and get them sorted (eg music, alcohol, public events, or film and tv licences)
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follow employment law regarding any staff that assist with an event
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consider practical aspects of the venue that may impact health and safety and accessibility
understand when to seek advice from a lawyer
in some circumstances, it’s good practice to ask a lawyer for advice to ensure that you’re complying with the law and that you are well protected from risks. you should consider asking for advice if:
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any goods will be provided alongside the venue hire
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the customer needs to pay a recurring deposit or you need other alterations to fee structures
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the provider or customer operate in a regulated industry (eg healthcare)
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the provider needs help ensuring they’ve provided the customer with all legally required information
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this event space rental agreement doesn’t cover everything you want or doesn’t meet your needs
event space rental agreement faqs
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what is included in an event space rental agreement?
this event space rental agreement template covers:
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the requirements for the venue hire
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rules and requirements for the customer’s use of the space
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fees, deposits, bonds, penalty fees, and payment methods
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communication between the parties
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the provider’s and customer’s obligations (eg to comply with various laws while providing services)
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privacy considerations
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ending the agreement
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providing information about the provider’s business and customer’s rights when the customer is a consumer, as required by consumer law
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general legal provisions, such as the agreement’s jurisdiction
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spaces for the parties to sign the agreement
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why do i need an event space rental agreement?
everybody wants their event to go well; big or small, personal or commercial. having a comprehensive contract in place to manage the risks involved in hiring a venue for an event helps ensure that both the party renting out the space and the party hiring it are confident in the arrangement. it ensures that both parties have their legal bases covered if something goes wrong. for example, the agreement sets out rules that either party must follow to protect the other’s interests.
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what kinds of events can this agreement be used for?
this event space rental agreement can be used for a wide variety of events. this includes:
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private events (eg weddings or birthday parties) as well as commercial events (eg promotional events or performances)
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one-off events, events covering a few dates, or recurring events
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large events (eg with many guests and contractors) and small events (eg regular meetings of a hobby group)
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will this agreement create a tenancy, a licence, or other right of occupation?
no. this event space rental agreement is made as a services contract. this means that the customer’s use of the space is seen as their receiving the benefit of a service provided by the provider (eg the provision of access to the space).
the services provided (and, therefore, covered by the agreement) can include more than just use of the space. when you create your agreement you’re given the option to specify what’s included with the venue hire - for example, catering or bar services, photography services, or decorating services.
the agreement does not aim to create a lease (ie a tenancy) or any other ongoing right of occupation of the premises.
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what information does the provider need to give the customer?
a business is legally required to provide its potential customers with certain information, usually before they form a contract with that customer. when the customer is a consumer (ie somebody not acting in the course of business), there’s certain additional information that must be provided.
exactly what’s required depends on whether the contract is being made on the business’ (ie the provider’s) premises or remotely, and on the nature of the business and the contract. examples of things that consumers must be given information about include:
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how they will enter into a contract
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the services (or, for a goods contract, goods) involved and the fees to be paid for them
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the business that they’re entering into a contract with
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the business’ complaints handling procedure
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the customer’s consumer cancellation rights
this event space rental agreement incorporates the key information required by this law. however, the provider should always check that they’re providing all necessary information with regard to the way in which they’re forming their contract and the nature of their business.
for more information, read doing business with consumers, consumer rights, and online business regulations. ask a lawyer for assistance if you need help ensuring you’ve met the relevant information requirements.
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do i need to make terms and conditions too?
generally, no. this event space rental agreement is designed to be used as a standalone contract that does not need to refer to external terms and conditions.
the key information and provisions that a standard terms and conditions document generally covers are included in this agreement. however, if you’re entering the agreement as a business that usually relies on its own standard terms, you can ask a lawyer for help adapting your event space rental agreement to incorporate your normal terms and conditions.
for more information, read terms and conditions.
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what do the fees include?
this is up to you! the event space rental agreement provides an opportunity for the parties to specify exactly what’s included with the venue hire. for example, the provider may be obliged to provide certain personnel, licences, fixtures, or anything else as part of the services they’re providing by renting the venue to the customer. whatever you state is included with the hire should be covered by the fees you set.
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does the agreement set rules and requirements for the provider and customer?
the event space rental agreement sets some key rules for each party as a matter of course. for example, the provider has default responsibility for adhering to most applicable legal requirements (eg health and safety laws and licensing laws).
when you make your agreement, you can choose to impose any other rules you like. for example, you could state that the customer rather than the provider is responsible for obtaining necessary alcohol, food, and music licences.
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can i set any terms (eg rules, limitations on liability, or provisions for ending the agreement) that i like?
you must make sure that any terms you include in a contract are not manifestly unfair or unreasonable, particularly when one of the parties to the contract is a consumer (ie somebody not acting in the course of business). a term may be considered unfair if it causes a significant imbalance in the obligations or rights of the parties, to the consumer’s detriment. if both parties are businesses, there would need to be a significant imbalance for a term to be considered unreasonable. unreasonable or unfair terms may not be legally binding. you can ask a lawyer if you need help establishing whether a term you want to set is reasonable and fair.
it’s important to keep this in mind when creating a variety of the terms you can include in your event space rental agreement. for example, ensure that the terms you’re creating are fair and/or reasonable when you’re limiting a party’s liability, stating when they can end the agreement, and setting general rules or requirements for a party.
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