Free venue rental agreement template: fill it in, then download Word or PDF

1. The space and the event

Space: Garden Room, garden lawn and terrace, at 1200 Grandview Road. Event: Wedding ceremony and reception, on October 17, 2026. Venue gives Client permission to use the space for the hours below; this agreement is not a lease.

Included in the rental fee: Tables and chairs for 120 guests, house linens, setup and teardown of Venue furniture, a venue manager on site, and parking.

2. Date, hours and access

Client and Client’s vendors may arrive from 1:00 PM. The event runs from 3:00 PM to 11:00 PM. Amplified music ends at 10:30 PM. Everyone, including vendors, leaves by 11:30 PM, with their equipment.

If the event runs past 11:00 PM with Venue’s agreement, Client pays $250 for each hour or part of an hour.

3. Guest count

No more than 120 guests may attend. Vendors and staff are not counted. Venue may refuse entry to guests above that number.

Client gives Venue the final guest count in writing at least 14 days before the event.

4. Rental fee and payments

The rental fee is $2,400.00. Deposit: $800.00, due on signing. Second payment: $800.00, due 90 days before the event. Balance: $800.00, due 14 days before the event.

Venue holds the date once this agreement is signed and the deposit is paid. Every payment counts toward the rental fee. If the balance isn’t paid on time, Venue may treat it as a cancellation by Client.

Payment methods: Card, check or bank transfer.

5. Cancellation

Client may cancel by written notice to Venue. What Client owes depends on when the notice arrives; amounts already paid count toward it.

If Venue rents the date to another client for a similar event, Venue refunds what Client paid beyond the deposit, less any amount still owed under this agreement.

If Venue cancels for any reason other than an event outside its control, Venue refunds everything Client has paid.

More than 180 days before the event

Venue keeps the deposit

90 to 180 days before the event

50% of the rental fee

Less than 90 days before the event

100% of the rental fee

6. Security deposit

Client pays a refundable security deposit of $500.00 with the balance. It is separate from the rental fee. Venue returns it within 14 days after the event, less the cost of damage, missing items, extra cleaning or overtime, with a written list of anything kept.

7. Insurance

Client buys event liability insurance of at least $1,000,000 per occurrence for the event, naming Venue as an additional insured, and sends Venue the certificate at least 14 days before the event.

8. Alcohol

Only Venue’s licensed bar service serves alcohol. No outside alcohol is allowed on the property. Staff check ID, serve only guests of legal drinking age, and may refuse or stop service to anyone who appears intoxicated.

9. Vendors

Client may bring outside vendors. Caterers and bartenders must hold the licenses and permits the work requires.

Every vendor sends Venue a certificate of liability insurance at least 14 days before the event, and follows the access times above and Venue’s staff on the day.

Client is responsible for its vendors and for any damage they cause.

10. Decorations

Candles must be enclosed in glass. No confetti, glitter, rice or birdseed, inside or out. Nothing nailed, stapled or taped to walls, beams or ceilings; use the Venue’s hooks. Fog and haze machines need the Venue’s written approval.

11. Cleanup and load-out

Venue does the general cleaning after the event. Client and Client’s vendors remove all decorations, rentals, food, drink and personal items by 11:30 PM.

Venue isn’t responsible for items left behind, and may remove or dispose of anything still there the next day.

12. Liability and indemnity

Client is responsible for the conduct of Client’s guests and vendors, and pays for damage they cause to the property. Client will defend and hold harmless Venue, its owners and staff from claims arising from the event, except claims caused by Venue’s own negligence or misconduct. Venue isn’t responsible for loss of or damage to property Client, guests or vendors bring.

13. Events outside anyone’s control

If fire, flood, severe weather, a power failure, a government order or another event outside either party’s control stops the event from going ahead, neither party is liable for the failure. The parties will first try to move the event to a new date within 12 months; if they can’t agree on one, Venue refunds what Client has paid.

14. Changes and the whole agreement

Changes to this agreement count only once both parties agree to them in writing. Email is fine. This agreement, with anything attached to it, is the whole agreement between the parties.