Event Venue Rental Agreement - Template, Sample Form Pro · PH-law
✓ Valid in Philippines · drafted to comply with local law
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VENUE RENTAL AGREEMENT
KNOW ALL MEN BY THESE PRESENTS:
This Venue Rental Agreement (the "Agreement") is made and entered into this ________ day of ________, 20________, at the City/Municipality of ________, Province of ________, by and between:
________, Filipino, of legal age, with Tax Identification Number ________, and with address at ________, hereinafter referred to as the "Operator";
- and -
________, Filipino, of legal age, with Tax Identification Number ________, and with address at ________, hereinafter referred to as the "Client".
The Operator and the Client may hereinafter be referred to individually as a "Party" and collectively as the "Parties".
WITNESSETH: That
WHEREAS, the Operator is engaged in the business of leasing event venues for private and corporate gatherings, and is the lawful owner and/or duly authorized administrator of the venue described below;
WHEREAS, the Operator is offering for lease the following venue: ________ (the "Venue"), located at:
________;
WHEREAS, the Client desires to lease the Venue for the purpose of holding an event, and the Operator is willing to lease the same, subject to the terms and conditions hereinafter set forth;
NOW THEREFORE, for and in consideration of the foregoing premises and of the mutual covenants and stipulations hereinafter contained, the Parties hereby agree as follows:
Art. I. EVENT DETAILS
The Client shall hold the following event: ________ (the "Event") on ________ for a period of ________ hours, from ________ to ________.
The Client shall be afforded the following additional time for preparation and clean-up:
________
Art. II. FEES AND PAYMENT TERMS
§ 1. Venue Rental. The total cost for the lease of the Venue is ________ (₱________), exclusive of all applicable taxes, which shall be for the account of the Client.
§ 2. Terms of Payment. The payment terms for the lease of the Venue are as follows:
________
§ 3. Security Deposit. The Client shall make a security deposit in the amount of ________ (₱________) on ________. The security deposit shall answer for any incidental charges including but not limited to cleaning, repair costs for damages incurred either accidentally or intentionally, penalties for overtime use of the Venue, or exceeding the maximum capacity of the property as described below. The full or unused amount thereof shall be refunded to the Client within ________ after the Event, without interest, in accordance with Articles 1654 to 1657 of the Civil Code of the Philippines.
§ 4. Other Fees and Charges. The Client shall likewise be charged for the following:
________
§ 5. Method of Payment. All payments shall be made as follows:
________
§ 6. Failure to Pay. Failure to make payment in accordance with the terms of payment shall be deemed a cancellation of the Event, and the provisions on cancellation under Art. IX hereof shall apply.
Art. III. UNDERTAKING BY THE OPERATOR
The Operator undertakes to provide and perform the following:
________
Art. IV. SUPPLIERS AND EQUIPMENT
The Client shall provide all information relating to the logistics and set-up for the Event, including the following:
§ 1. Floor Plan. The Client shall provide the Operator with a copy of the floor plan on or before ________ for review and approval. The Operator reserves the right to require reasonable changes to the floor plan to ensure the safety of the Venue, the Client, the Guests/Participants, and the Suppliers.
§ 2. Suppliers. The Client shall provide the Operator with a list of Suppliers who will be present at the Venue for the Event on or before ________ for review.
§ 3. Equipment. The Client shall provide the Operator with a list of equipment to be brought into the Venue on or before ________ for review and approval. The Operator reserves the right to prohibit any equipment in the Venue if the same is dangerous, harmful, or likely to cause damage or destruction. The Operator shall issue a gate pass for the equipment based on the list provided by the Client, and reserves the right to inspect any and all equipment brought in and out of the Venue.
Art. V. GUIDELINES FOR THE USE OF THE PROPERTY
§ 1. Purpose. The Client shall not use the Venue for any purpose other than the Event described in Art. I hereof.
§ 2. Maximum Capacity. The Venue may accommodate a maximum of ________ Guests/Participants, exclusive of Suppliers such as caterers, event planners, photographers, and the like. For purposes of this Agreement, "Guests/Participants" shall refer to persons attending the Event, and "Suppliers" shall mean persons or businesses providing goods and/or services for the Event.
§ 3. Decoration. The use of nails, screws, staples, and other penetrating items on the walls, ceiling, or floor of the Venue is prohibited. Only low-tack tape may be used, and the same must be properly removed during the period provided for clean-up. Glitter and non-paper confetti are not allowed in the Venue.
§ 4. Parking. The rules for parking are as follows:
________
§ 5. Pets and Animals. Pets and animals may be allowed in the Venue subject to the following terms and conditions:
________
§ 6. Prohibited Goods and Materials. The following are strictly prohibited in the Venue:
a. Illegal goods, materials, substances, and dangerous drugs as defined under Republic Act No. 9165;
b. Firearms, ammunition, and explosives, except as permitted by law and applicable permits under Republic Act No. 10591;
c. Counterfeit goods and articles infringing intellectual property rights.
§ 7. Other Prohibitions. The following are likewise prohibited in the Venue:
________
§ 8. Electricity. The Client may use electricity for the Event as follows:
________
§ 9. Garbage Collection and Equipment Removal. The Venue shall be in clean condition prior to the Event. The Client shall arrange for garbage bins. All trash from the Event must be collected and hauled by the Client or its supplier, and the Venue must be returned in the same clean condition in which it was found. All equipment brought into the Venue by the Client and its Suppliers must likewise be removed within the period provided for clean-up.
§ 10. Smoking. The rules for smoking in the Venue, in compliance with Republic Act No. 9211 and Executive Order No. 26, Series of 2017, are as follows:
________
§ 11. Conduct. Any disparaging remarks or violent physical behavior shall not be tolerated in the Venue, and the Operator reserves the right to immediately remove any person engaging in such behavior. The Client, Guests/Participants, and Suppliers shall use the Venue in a considerate manner at all times. Disorderly conduct by the Client, Guests/Participants, or any Supplier that the Operator, its employees, and/or personnel determine to be an actual or potential threat or danger to the Venue or any person therein shall be grounds for the immediate termination of the rental period, in which case refunds shall not be available.
§ 12. Laws. The Client shall comply with all applicable laws, ordinances, and regulations, and shall not conduct nor condone any illegal act on the premises, without exception.
§ 13. Other Guidelines. Additional guidelines for the use of the Venue are as follows:
________
Art. VI. CLEANING AND REPAIR COSTS
The Security Deposit shall be applied to any actual or estimated repair or cleaning costs necessary to restore the Venue, equipment, or other property to the same condition prior to the Client's use. Should the Security Deposit be insufficient to cover such costs, the Client shall be liable for the difference, in accordance with Article 1665 of the Civil Code of the Philippines.
Art. VII. SECURITY
The Operator shall provide security personnel for the Event for the purpose of safeguarding the Venue and enforcing the guidelines for the use of the property under this Agreement. Save for loss, injury, or damage attributable to the gross negligence or willful misconduct of the Operator, its employees, or personnel, the Operator shall not be liable for any losses, injury, or damages that the Client, Guests/Participants, and Suppliers may incur.
The Client agrees to pay for additional security that the Operator may deem necessary based on the nature of the Event and the number of Guests/Participants.
Art. VIII. LOST AND FOUND
The Operator takes no responsibility for any personal effects, equipment, property, and possessions of the Client, its Guests/Participants, Suppliers, and other persons in the Venue during or after the Event. However, the Operator shall maintain a lost-and-found for items recovered after the Event and shall hold the same for up to ________ days. After said period, the Operator may dispose of such items as it may deem fit.
Art. IX. CANCELLATIONS AND POSTPONEMENTS
§ 1. Cancellation. Cancellation of the Event may only be effected through written notice to the Operator. If the written notice of cancellation is received by the Operator on or before ________, the Client shall be entitled to a refund as follows:
________
Any cancellation after ________ shall result in the forfeiture of all amounts paid.
The Security Deposit shall be refunded by the Operator within ________ from receipt of the cancellation notice.
§ 2. Postponement. Any request for postponement of the Event shall be accommodated by the Operator provided that the Venue is available for the new date. The Client may postpone the Event without incurring any penalty if the following conditions are met:
a. The request for postponement is made on or before ________;
b. The new date for the Event is within ________ from the original date of the Event.
Should the Client fail to meet any of the above conditions for postponing the Event, the Client shall pay a penalty of ________ (₱________).
Should the Client fail to fix a new date for the Event and the original Event date has lapsed, the same shall be treated as a cancellation.
Art. X. LIABILITY AND INDEMNIFICATION
The Operator shall not be liable for any loss, injury, death, or damage to persons or property of the Client, Guests/Participants, Suppliers, or any other person in the Venue during or in connection with the Event, except where such loss, injury, death, or damage is caused by the gross negligence or willful misconduct of the Operator, its employees, or personnel, in accordance with Articles 1170, 2176, and 2180 of the Civil Code of the Philippines.
The Client assumes full responsibility for the conduct of its Guests/Participants and Suppliers and for any acts or omissions occurring during the Event.
The Client agrees to indemnify and hold the Operator, its employees, and personnel free and harmless from and against any and all claims, demands, liabilities, losses, damages, costs, and expenses, including reasonable attorney's fees, arising out of or in connection with the Event, the use of the Venue, or any breach of this Agreement by the Client, its Guests/Participants, or Suppliers.
Art. XI. DATA PRIVACY
Art. XII. CONFIDENTIALITY
For purposes of this provision, "Disclosing Party" shall refer to a Party disclosing confidential and/or proprietary information, and "Receiving Party" shall refer to a Party receiving any such confidential and/or proprietary information.
§ 1. Not disclose the confidential and/or proprietary information by any means not authorized by the Disclosing Party to any third parties;
§ 2. Not copy or duplicate the confidential and/or proprietary information unless specifically directed to do so by the Disclosing Party;
§ 3. Not use the confidential and/or proprietary information for any purpose except those expressly authorized by the Disclosing Party;
§ 4. Inform the Disclosing Party immediately upon becoming aware of any unauthorized use or disclosure of the confidential and/or proprietary information.
This clause shall survive the termination of this Agreement for a period of five (5) years.
Art. XIII. BREACH BY THE CLIENT
Failure or refusal of the Client to perform any of its obligations under this Agreement shall give rise to the right of the Operator to cancel or terminate this Agreement by giving written notice of its intention to cancel or terminate at least ________ days prior to the date of such cancellation or termination, except where the same is due to disorderly conduct as discussed in Art. V hereof, in which case no written notice from the Operator shall be necessary. Any payments made shall be forfeited in favor of the Operator. The exercise of this right shall be without prejudice to the Operator's remedies under Article 1191 of the Civil Code of the Philippines.
Art. XIV. FORCE MAJEURE
Neither Party shall be liable for any failure to perform due to causes beyond its reasonable control, including but not limited to acts of God, acts of civil or military authorities, riots, embargoes, fires, epidemics, pandemics, government-mandated quarantines or lockdowns, natural disasters, and other fortuitous events as contemplated under Article 1174 of the Civil Code of the Philippines, provided that the Party prevented from complying herewith shall take all actions within its power to comply as fully as possible.
Except when not reasonably possible, the Party prevented by force majeure shall notify the other Party in writing within five (5) days from the occurrence of such force majeure. The Operator shall reschedule the Event at a date and time mutually agreed upon by both Parties.
Art. XV. RELATIONSHIP OF THE PARTIES
The Parties hereby acknowledge and agree that nothing in this Agreement shall be deemed to constitute a partnership, joint venture, agency, or employment relationship between the Parties, and that this Agreement is for the sole and express purpose of leasing the Venue under the terms and conditions herein.
Art. XVI. WRITTEN NOTICES
All notices required to be in writing and any other communication may be sent to the Parties at their respective addresses and email addresses as follows:
a. Operator: ________
b. Client: ________
Art. XVII. ASSIGNMENT
This Agreement, or the rights granted hereunder, may not be assigned, sold, leased, sublet, or otherwise transferred, in whole or in part, by either Party without the prior written consent of the other Party.
Art. XVIII. SUPPORTING DOCUMENTS AND ADDITIONAL ACTS
The Parties agree to execute such other documents as are reasonable and necessary for the proper implementation of this Agreement.
Art. XIX. APPLICABLE LAW AND VENUE
This Agreement shall be governed by and construed in accordance with the laws of the Republic of the Philippines. The Parties agree that any action or proceeding arising out of or relating to this Agreement shall be brought exclusively before the proper courts of ________, to the exclusion of all other venues.
Art. XX. WAIVER
Failure of either Party to insist, in one or more instances, on the strict performance of any of the terms of this Agreement, or to exercise any right herein contained, shall not thereafter be construed as an abandonment, cancellation, or waiver of such term. No waiver shall be deemed to have been made unless expressed in writing and signed by the Party granting the waiver. No waiver of any term or provision of this Agreement shall constitute a waiver of any other term or provision, or of the same provision on a future date.
Art. XXI. COUNTERPARTS
This Agreement may be executed in counterparts, all of which together shall constitute one and the same agreement. If the dates set forth at the signatures of this document are different, the Agreement shall be considered effective as of the date both Parties signed the Agreement.
Art. XXII. SEVERABILITY
The invalidity of any portion of this Agreement shall not affect the validity of any other provision. In the event that any provision of this Agreement is held to be invalid, the Parties agree that the remaining provisions shall remain in full force and effect as if executed subsequent to the expungement of the invalid provision.
Art. XXIII. CUMULATIVE RIGHTS
The rights of the Parties under this Agreement and the law are cumulative and shall not be construed as exclusive unless otherwise required by law.
Art. XXIV. HEADINGS
Headings are for convenience only and shall not affect the interpretation of this Agreement.
Art. XXV. ENTIRETY OF AGREEMENT
This Agreement represents the entire agreement between the Operator and the Client and supersedes all prior negotiations, representations, and agreements, whether oral or written.
Art. XXVI. AMENDMENTS AND MODIFICATIONS
This Agreement may be amended only by a written instrument signed and agreed upon by both Parties.
IN WITNESS WHEREOF, the Parties have hereunto affixed their signatures on the date and at the place first above written.
________
Operator
________
Client
SIGNED IN THE PRESENCE OF:
________ ________
ACKNOWLEDGMENT
Republic of the Philippines
Province of ________ )
City or Municipality of ________ ) S.S.
BEFORE ME, a Notary Public for and in the City or Municipality of ________, ________, this ________ day of ________, 20________, personally appeared the following persons:
1. ________, with the following competent evidence of identity: Driver's License with number ________ which expires on ________;
2. ________, with the following competent evidence of identity: Driver's License with number ________ which expires on ________.
all known to me and to me known to be the same persons who executed the foregoing Venue Rental Agreement, consisting of ________ pages including this page on which this Acknowledgment is written, and they acknowledged to me that the same is their free and voluntary act and deed.
IN TESTIMONY WHEREOF, I have hereunto set my hand and affixed my notarial seal on the date and at the place above written.
________
Notary Public
Doc. No. ________;
Page No. ________;
Book No. ________;
Series of ________.
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