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Venue rental contract template
Choose the clauses you need, fill in the details you have, and download a rental agreement with the rest left as highlighted blanks. A starting point for your attorney, not a finished contract.
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Rental agreement for Northwind Labs on May 14, 2027: 8 of 8 clauses, 15 highlighted blanks to fill in. Not legal advice — have an attorney review this before use.
The Larkspur Events LLC
Venue rental agreement
- Event date
- May 14, 2027
Important
Not legal advice — have an attorney review this before use.
Venue
The Larkspur Events LLC
48 Mill Lane Riverton, CA 94000
Client
Northwind Labs
Ana Ortiz ana@example.com
The event
- Event
- Spring team summit
- Date
- May 14, 2027
- Time
- 4:00 PM – 11:00 PM
- Space
- The Mill Room
- Guests
- 120
1. Rental period and access
The Larkspur Events LLC ("Venue") agrees to make The Mill Room available to Northwind Labs ("Client") on May 14, 2027, during 4:00 PM – 11:00 PM.
Access for setup begins at [SETUP_START] and all vendors and belongings must be out by [LOAD_OUT_END]. Time outside these hours may be charged at [OVERTIME_RATE].
2. Fees and payment schedule
The rental fee is [RENTAL_FEE]. Client pays a deposit of [DEPOSIT_AMOUNT] to hold the date, and the balance is due [BALANCE_DUE_DAYS] days before the event.
Amounts not paid when due may delay or cancel the booking at the Venue’s option. Taxes and service charges are as stated in the Venue’s proposal.
3. Cancellation and refunds
If Client cancels at least [CANCELLATION_DAYS] days before the event, the Venue will refund [REFUND_TERMS]. After that, [LATE_CANCELLATION_TERMS].
Cancellation must be made in writing.
4. Outside vendors and insurance
Client may bring outside vendors approved in advance by the Venue. Each vendor must carry general liability insurance of at least [INSURANCE_MINIMUM] and provide a certificate on request.
Client is responsible for the conduct of its guests and vendors.
5. Alcohol service
Alcohol may be served only as follows: [ALCOHOL_RULES]. No alcohol may be served to anyone under the legal drinking age or to a guest who appears intoxicated.
Client agrees to follow any licensing and insurance requirements that apply to alcohol service at the event.
6. Noise and curfew
Amplified music and sound must end, and guests must begin leaving, by [CURFEW_TIME]. The Venue may ask Client to lower the volume at any time.
7. Damage and security deposit
Client will pay a security deposit of [SECURITY_DEPOSIT] before the event. The Venue may use it to cover damage, missing items or extra cleaning caused by Client, its guests or its vendors, and will return the rest within [RETURN_DAYS] days after the event.
Client is responsible for any costs above the deposit.
8. Force majeure
Neither party is responsible for failing to perform because of events beyond its reasonable control, such as severe weather, fire, government orders or utility failure. In that case the parties will work in good faith to [RESCHEDULE_OR_REFUND_TERMS].
Governing law
This agreement is intended to be governed by the laws of California.
Signatures
By signing, each party agrees to the terms above.
Venue signature
Date
Venue printed name and title
Client signature
Date
Client printed name and title
Not legal advice — have an attorney review this before use.
Made with VenueDirector
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Get early accessHow does the contract template work?
Not legal advice — have an attorney review this before use. This is a starting template. The clause wording is plain, generic starter text with blanks, and it makes no claim about what is enforceable where you are. [REVIEW]
- Pick the clauses. Eight checkboxes: rental period and access; fees and payment schedule; cancellation and refunds; outside vendors and insurance; alcohol service; noise and curfew; damage and security deposit; force majeure. Untick one and it is left out, and the others are renumbered.
- Fill in what you know. Rental fee, deposit, notice periods, curfew and so on are optional. Anything left empty stays a highlighted blank such as
[RENTAL_FEE], so it can’t be missed. - Add your own terms. A free-text box prints exactly what you write.
- Download. The preview, the PDF and the Word file are rendered from the same document, and each carries the not-legal-advice notice. Finish the blanks in Word.
What is in the example, and what is yours?
The generator opens with an invented example so the page is never blank. The Larkspur Events LLC and Northwind Labs are not real businesses, and the event date is a fixed example date. Every one of these is an editable assumption:
- Example event: 120 guests in The Mill Room on May 14, 2027.
- All eight clauses are ticked, and no numbers are filled in: every fee, deposit and deadline starts as a highlighted blank, because no figure here is a recommended term.
- The state (California) is only printed in the governing-law line. Choosing it does not change any clause.
Your logo stays in your browser. It is added to the preview and the downloads there, and it is never uploaded to VenueDirector, put in a share link, or kept with an emailed copy.
Worked example
With the example above and no figures filled in, the agreement looks like this. The highlighted [BLANKS] are left for you or your attorney:
The Larkspur Events LLC
Venue rental agreement
- Event date
- May 14, 2027
Important
Not legal advice — have an attorney review this before use.
Venue
The Larkspur Events LLC
48 Mill Lane Riverton, CA 94000
Client
Northwind Labs
Ana Ortiz ana@example.com
The event
- Event
- Spring team summit
- Date
- May 14, 2027
- Time
- 4:00 PM – 11:00 PM
- Space
- The Mill Room
- Guests
- 120
1. Rental period and access
The Larkspur Events LLC ("Venue") agrees to make The Mill Room available to Northwind Labs ("Client") on May 14, 2027, during 4:00 PM – 11:00 PM.
Access for setup begins at [SETUP_START] and all vendors and belongings must be out by [LOAD_OUT_END]. Time outside these hours may be charged at [OVERTIME_RATE].
2. Fees and payment schedule
The rental fee is [RENTAL_FEE]. Client pays a deposit of [DEPOSIT_AMOUNT] to hold the date, and the balance is due [BALANCE_DUE_DAYS] days before the event.
Amounts not paid when due may delay or cancel the booking at the Venue’s option. Taxes and service charges are as stated in the Venue’s proposal.
3. Cancellation and refunds
If Client cancels at least [CANCELLATION_DAYS] days before the event, the Venue will refund [REFUND_TERMS]. After that, [LATE_CANCELLATION_TERMS].
Cancellation must be made in writing.
4. Outside vendors and insurance
Client may bring outside vendors approved in advance by the Venue. Each vendor must carry general liability insurance of at least [INSURANCE_MINIMUM] and provide a certificate on request.
Client is responsible for the conduct of its guests and vendors.
5. Alcohol service
Alcohol may be served only as follows: [ALCOHOL_RULES]. No alcohol may be served to anyone under the legal drinking age or to a guest who appears intoxicated.
Client agrees to follow any licensing and insurance requirements that apply to alcohol service at the event.
6. Noise and curfew
Amplified music and sound must end, and guests must begin leaving, by [CURFEW_TIME]. The Venue may ask Client to lower the volume at any time.
7. Damage and security deposit
Client will pay a security deposit of [SECURITY_DEPOSIT] before the event. The Venue may use it to cover damage, missing items or extra cleaning caused by Client, its guests or its vendors, and will return the rest within [RETURN_DAYS] days after the event.
Client is responsible for any costs above the deposit.
8. Force majeure
Neither party is responsible for failing to perform because of events beyond its reasonable control, such as severe weather, fire, government orders or utility failure. In that case the parties will work in good faith to [RESCHEDULE_OR_REFUND_TERMS].
Governing law
This agreement is intended to be governed by the laws of California.
Signatures
By signing, each party agrees to the terms above.
Venue signature
Date
Venue printed name and title
Client signature
Date
Client printed name and title
Not legal advice — have an attorney review this before use.
Made with VenueDirector
Frequently asked questions
- Is this a legal contract?
- No. It is a template with plain starter wording and blanks. Not legal advice — have an attorney review this before use. Laws differ by state and by event, and the wording here makes no claim about what is enforceable where you are.
- What clauses can I include?
- Eight, each a checkbox: rental period and access; fees and payment schedule; cancellation and refunds; outside vendors and insurance; alcohol service; noise and curfew; damage and security deposit; and force majeure. Untick any you do not want and it is left out, with the rest renumbered.
- What are the highlighted [PLACEHOLDER] fields?
- Wherever a number or rule is not filled in, the agreement shows a highlighted blank such as [RENTAL_FEE]. Fill the optional boxes on the left to replace some of them, or leave them and finish the rest in the Word file with your attorney.
- Can I use my own clause wording?
- Yes. Add your own terms in the “Additional terms” box, or download the Word file and rewrite any clause. The Word file is fully editable.
- Is anything I type sent to VenueDirector?
- Your document stays in your browser, which also remembers it for next time, and the downloads are built there too. We count anonymous events such as “a document was downloaded”, without your text. Your document and email are stored only if you ask us to email you a link to it.