There is nothing like hosting an event in Australia. Whether you’re in the events industry or a small business owner, you’re more than likely to reach out to various venues to host an event. On the other hand, you may own a venue you want to hire out.
Whichever option you intend to use the venue for, one thing is for sure, you need to have a Venue Hire Contract Template.
Why is it important to have it?
Our post will outline the 6 key benefits of venue hire contract templates so that all parties in the relationship know what to expect.
Read along!
Table of Contents
What is a venue hire contract template?
The venue hire contract template is used when a person rents a place owned by a third party for the purpose of hosting an event.
The purpose of using a venue hire agreement template is that it:
- Outlines the terms that will govern the use of the venue
- It describes the responsibilities of the owner and the obligations to be followed by the person who will rent the venue
- Highlights the conditions imposed by the owner
- Lays down the consequences of not following the conditions outlined in the venue hire agreement
Different types of the venue hire contract template?
There are many venue hire contract templates that owners can use, but the most common agreements include the venue hire agreement and the sports venue hire agreement.
Venue Hire Agreement
A simple venue hire agreement template can be used for a range of events. Some events include:
- Weddings
- Birthday parties
- Conferences
- Work events
- Networking sessions
- Other functions
Lawpath’s venue hire agreement can cover all the events listed above and is not an exhaustive list. So if you want to hire out your own event space or hire a venue but don’t know how to start, use Lawpath’s venue hire agreement and have it ready in under 15min.
Sports venue hire agreement
A sports venue hire agreement can be specifically used for sporting events. Some sporting events that this agreement can be used for, but is not limited to, include:
- Hockey centres
- Aquatic centres
- Football clubs
- Cricket centres
- Gymnastic centres
- Other sports halls
A sports venue hire agreement covers matters such as:
- Security deposit and security bonds
- Marketing, promotion and sponsorship
- Catering, entertainment and merchandise
- Insurance, indemnity and cancellation
- Confidentiality and dispute resolution
- Any additional fees associated with the hire
If you want to hire your sports hall, you can use Lawpath’s sports venue hire agreement to ensure you’re covered.
What are the 6 benefits of having a venue hire agreement template?
Using a venue hire agreement has many benefits, but the 6 key benefits include:
1) Description of the venue is detailed
Using a venue hire agreement ensures that you can include a description of the venue you intend the hire out. Now, why is this important? Having the description set out ensures:
- The party using your venue knows that parts of the venue are made available
- Highlights the areas of the venue your customers can access
- Ensures that customers do not access other areas of the venue that are private
- Indicates the address of the venue
- How many people the venue can fit – invitees
- The business days the venue will be available
A description will also provide a great outline of what customers can expect when they hire your venue.
2) Terms of the hire are clear
Using a hire agreement can ensure that the conditions of hire are clear. The benefits of clearly outlining the terms are:
- Hire period – It will indicate how long the hire agreement template will last
- Indicates to customers what time the venue has to be given back – start time and end time
- Operating hours of the venue
- Whether there are any cancellation fees or insurance policies required
3) Ensures that you’re getting paid
If you hire out your venue, you want to ensure that you’re getting paid. This is where the venue hire agreement is beneficial. The venue hire agreement can outline:
- Hire fee – The amount to be paid to the hirer
- Whether you require a deposit for hiring your venue – What happens when the venue hire is cancelled
- Whether you want a bond to be kept
- If the payment is to be paid on an instalment basis, the agreement can outline the owner’s policy for late payments
4) Responsibilities of the hirer and the owner are clear
The venue hire agreement is beneficial because it will outline the hirer’s obligations and responsibilities as well as the obligations of the owner hiring out the venue.
If you’re hiring out your venue, your responsibilities include:
- Ensuring that the venue is available in good condition
- The list of pieces of equipment as part of the venue hire you to want to include
- If catering and cleaning services are offered
If you’re someone who wants to hire the venue, your obligations will include:
- You pay the agreed price for the venue
- Ensuring that you use the venue for the agreed purpose
- Abiding by the rules, conditions and restrictions for the use of the venue
These written terms are important because in the event that one of the parties to the agreement does something outside the terms of the proposed agreement, they can be held liable.
5) Lays down what happens when there are damages
There may be instances where the venue gets damaged during the hire. A venue hire agreement template can outline what happens in such instances. The agreement can outline
- In what condition does the venue or equipment need to be left
- The penalties imposed for damages to goods or venue damage
- It can outline who will be responsible for damages caused in relation to the venue and if any legal costs are to arise
6) Avoids misunderstandings
If there isn’t a venue hire agreement template between the owner and the hirer, there may be misunderstandings relating to the terms of use of the venue. For example
- One party may withdraw their commitment and responsibility if the terms are not written down
- In the case where a conflict does arise, it will make dispute resolution difficult because the parties’ rights and responsibilities were not written
- It could be very costly to take the dispute to court
What is included in the venue hire agreement template?
Although each venue hire agreement template varies depending on the owners and hirer’s needs, a venue hire agreement can include:
- An indemnity clause
- Waivers
- Payment for any additional charges and additional costs associated with the hire
- Warranty and insurance clauses
If you use Lawpath’s venue hire agreement template, you can use the terms already included as part of the agreement and make adjustments to suit your personal needs.
Conclusion
Having a venue hire agreement template can be used for an array of reasons. Whether you’re hiring out your venue or your wishing to find a venue for an upcoming event, having an agreement can ensure that the event runs smoothly. Written agreements can also minimise misunderstandings regarding the rights and responsibilities of the parties involved.
Let’s face it; no one wants to end up having a dispute over some potentially damaged property, so put everything in writing so you can focus more on the event and less on the issues that may arise.
If you don’t know where the begin, you can hire Lawpath’s venue hire agreement for your next event.
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