Venue Hire Contract Template (A106)

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Who can use this Hire of Premises Contract?

Anyone who owns and wants to hire out premises for an event can use this hire premises template, i.e. venue hire/room hire

What is this Hire of Premises Contract for?

This venue hire contract contains a letter/booking form with all the details for an event to be filled in. There is a separate set of Terms & Conditions which covered general issues with regard to facilities, rules of conduct etc.

What are the main issues?

The main issues of the practical ones: nature of event, timing, number of visitors, price and payment, catering arrangements, special needs etc.  these are covered in the booking letter.

The main contractual terms are designed to protect the owner. Thus, the hirer has to be accurate with the information provided to the owner. Maximum numbers of visitors are also important and proper notification must be given.

The terms will say whether or not catering or other services can be arranged by the hirer or whether the owner provides caterers.

The risk of cancellation is dealt with, partly by having an initial deposit paid when the booking is made and partly by varying the cancellation charge, depending on how close this is to the time of the event.

Rules of conduct for visitors are important, as is the liability of the hirer if damages caused.

What detailed terms does the contract contain?

The main points cover:

  • definitions
  • when the contract comes into effect
  • booking information
  • facilities to be provided
  • catering
  • cancellation
  • payment and charges
  • rules of conduct
  • hirer’s liability
  • a general clause incorporating assignment and subletting, notices and governing law

You need this agreement if you intend to hire out your premises for an event.  It can also be used if you are the hirer.

For more information on each of these sections, see our Explanatory Notes below which you will also receive when you download the document from our website.

For information on signing documents see our Contract Signing page

When I download the document, can I change it and/or use it more than once?

Yes, all ContractStore’s templates are in MS Word and you can use the contract on more than one project. For more information, watch the video on this page of our website or see our FAQs

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ContractStore supplies templates and is not a law firm.  But experienced lawyers write all our templates, so we can arrange legal assistance for customers who need special terms in one of our documents or a bespoke template. . For more information see our Legal Services page.  For more information see our Legal Services page.

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Explanatory Notes

This room hire contract is in two parts:

(A) A letter to be written by the owner of the premises setting out the precise terms – date of event, rooms to be reserved and approximate numbers of people and the services to be provided. It also sets out the charges, payment terms and cancellation fees; and

(B) Terms & Conditions to regulate the arrangements between the owner and the hirer.

This template hire contract can be used for a wide range of functions from a seminar to a wedding, a party or a company meeting. Clearly, the precise details will vary depending upon the type of premises and the events being catered for, but we hope the document provides a structure which can be developed for any use.

Matters such as payment terms, cancellation charges etc are clearly going to vary. An agreement in the form of a letter is just as effective as a document headed “Agreement”, provided that it is signed by the sender and then countersigned by the recipient.

One thing to watch – if the recipient countersigns but changes some of the terms or sends a covering letter amending some of the terms, that does not constitute an agreement unless those amendments are themselves agreed by the other party. Try to ensure, when you are preparing any agreement, but particularly a letter, that it is countersigned by the other party without any qualifications. Otherwise difficulties can arise.

The letter should be sent to the Hirer in duplicate with a copy of the Terms & Conditions attached.

TERMS & CONDITIONS

The Terms & Conditions are reasonably self-explanatory. As with the form of letter, they may not be appropriate for all circumstances but they give a basic framework.

The Terms & Conditions are in small but legible print and can be given to a potential hirer before he has made a booking. The clauses cover such matters as:

  • The Contract: when it takes effect and what documents are included in it
  • Booking Information to be provided by the Hirer, and the right for the Owner to refuse any booking
  • Payment and charges
  • Rules of Conduct
  • Facilities to be provided by Hirer or Owner
  • Catering
  • Cancellation
  • Liability and Indemnity