Event Venue Rental Agreement - Template, Sample Form

VENUE RENTAL AGREEMENT

KNOW ALL MEN BY THESE PRESENTS:

This Venue Rental Agreement (the "Agreement") is made and entered into this ________ day of _______________________, 20_______, the City/Municipality of _____________________, Province of _____________________, by and between:

________, Filipino, of legal age, and with address at ________, hereinafter referred to as the "Operator"

- and -

________, Filipino, of legal age, and with address at ________, hereinafter referred to as the "Client"

WITNESSETH THAT:

WHEREAS, ________ is in the business of event place rental for private and corporate gatherings

WHEREAS, ________ is offering the following venue for rent: ________ (the "Venue") located at:

________

WHEREAS, Client has decided to hold their event in the Venue

NOW THEREFORE, in consideration of the foregoing premises and the following terms and conditions, the Parties hereby agree as follows:

I. EVENT DETAILS

Client will hold the following event: ________ (the "Event") on ________ for ________ hours from ________ to ________.

The Client will be given the following additional time for preparation and clean-up:

________

II. FEES AND PAYMENT TERMS

1. Venue Rental. The total cost for renting the Venue is ________ (₱________), exclusive of any taxes, which shall be for the account of the Client.

2. Terms of payment. The payment terms for renting the Venue are as follows:

________

3. Security Deposit. Client shall make a security deposit in the amount of ________ (₱________) on ________. The security deposit will be used to cover the 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 shall be refunded to the Client within the following period: ________ after the event.

4. Other fees and charges. Client will also be charged for the following:

________

5. Method of payment. All payment shall be made as follows:

________

6. Failure to pay. A failure to make payment according the terms of payment will be considered a cancellation of the event and the provisions for cancellation will apply.

III. UNDERTAKING BY OPERATOR

Operator undertakes the following:

________

IV. SUPPLIERS AND EQUIPMENT

Client shall provide all information relating to the logistics and set-up for the event including:

1. Floor plan. Client shall provide Operator with a copy of the floor plan on or before ________ for review and approval. Operator reserves the right to require reasonable changes to the floor plan to ensure the safety of the Venue, Client, Guests/Participants, and Suppliers.

2. Suppliers. Client shall provide Operator with a list of Suppliers that will be in the Venue for the Event on or before ________ for review.

3. Equipment. Client shall provide Operator with a list of equipment that will be brought into the Venue on or before ________ for review and approval. Operator reserves the right to prohibit certain equipment in the Venue if the same is dangerous, harmful, or likely to cause damage or destruction. Operator shall issue a gate pass for the equipment based on the list provided by the Client. Operator reserves the right to inspect any and all equipment that will be brought in and out of the Venue.

V. GUIDELINES FOR THE USE OF THE PROPERTY

1. Purpose. Client shall not use the Venue for any purpose other than the event described in the preceding section.

2. Maximum Capacity. Venue can accommodate a maximum of ________ Guests/Participants, exclusive of Suppliers, such as caterers, event planners, photographers, etc. For purposes of this Agreement, "Guests/Participants" shall refer to persons who are attending the Event and "Suppliers" shall mean persons or businesses who will be providing goods and/or services for the Event.

3. Decoration. 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 is 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 prohibited in the Venue:

a. Illegal goods, materials, substances and drugs;

b Firearms, ammunitions, explosives, etc.

c. Counterfeit goods

7. Other prohibitions. The following are likewise prohibited in the Venue:

________

8. Electricity. Client can use electricity for the Event as follows:

________

9. Garbage Collection and Equipment Removal. The Venue will be in a clean condition prior to the Event. Client shall arrange for garbage bins. All trash from the Event must be collected and hauled by Client or their supplier and the Venue must be returned in the same clean condition in which it was found. All equipment brought into the Venue by Client and their suppliers must likewise be removed within the period provided for clean-up.

10. Smoking. The following are the rules for smoking in the venue:

________

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12. Laws. Client shall comply with all applicable laws 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:

________

VI. CLEANING AND REPAIR COSTS

The Security Deposit will be used for any actual or estimated repair or cleaning costs to restore the Venue, equipment, or other property to the same condition prior to Client's use and if the same is not sufficient to cover said costs, Client shall be charged for the difference.

VII. SECURITY

Operator will 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. Operator will not be liable for any losses, injury, or damages that Client, Guests/Participants, and Suppliers may incur.

Client agrees to pay for additional security that Operator may deem necessary based on the nature of the event and the number of Guests/Participants

VIII. LOST AND FOUND

Operator takes no responsibility for any personal effects, equipment, property, and possessions of Client, their Guests/Participants, Suppliers, and other persons on the Venue during or after the Event. However, Operator will keep a lost and found for items that are found after the Event and will hold the same for up to ________ days. After said period, Operator may dispose of the said items as it may deem fit.

IX. CANCELLATIONS AND POSTPONEMENTS

1. Cancellation. Cancellation of the event may only be done through a written notice to the Operator. If the written notice of cancellation is received by the Operator on or before ________, the Client will 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 ________ after the receipt of the cancellation notice.

2. Postponement. Any requests for postponement of the Event will be accommodated by the Operator provided that the Venue is available for the new date. Client may postpone the event without incurring any penalties 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.

If Client fails to meet any of the above conditions for postponing the Event, Client shall pay a penalty of ________ (₱________).

If Client fails to fix a new date for the event and the original event date has passed, the same shall be treated as a cancellation.

X. LIABILITY AND INDEMNIFICATION

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 on 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.

Client assumes full responsibility for the conduct of its Guests/Participants and Suppliers and for any acts or omissions occurring during the Event.

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.

XI. CONFIDENTIALITY

For purposes of this provision, "Disclosing Party" shall refer to a Party that is disclosing and confidential and/or proprietary information and "Receiving Party" shall refer to a Party receiving any such confidential and/or proprietary information.

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1. Not disclose the confidential and/or proprietary information by any means not authorized by the other 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 Disclosing Party immediately if Receiving Party becomes aware of any unauthorized use or disclosure of the confidential and/or proprietary information.

This clause shall survive the termination of this Agreement for five (5) years.

XII. BREACH BY THE CLIENT

A failure or violation of Client to perform any of his/her obligations under this Agreement gives rise to the right of the Operator to cancel or terminate this Agreement by giving a written notice of its intention to cancel or terminate this Agreement at least ________ days prior to the date of the said cancellation or termination, except if the same is due to disorderly conduct as discussed in an earlier provision, in which case, no written notice from the Operator shall be necessary. Any payments made shall be forfeited in favor of Operator.

XIII. 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 authorities, acts of military authorities, riots, embargoes, acts of nature and natural disasters, and other acts which may be due to unforeseen circumstances, 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 5 days from the occurrence of said force majeure. Operator shall reschedule the Event at a date and time agreed upon by both Parties.

XIV. 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 or otherwise, between the Parties and that this Agreement is for the sole and express purpose of renting the Venue under the terms and conditions herein.

XV. WRITTEN NOTICES

All notices that are required to be in writing and any other communication may be made through email at the Parties' respective email addresses as follows:

d. Operator: ________

e. Client: ________

XVI. ASSIGNMENT

This Agreement, or the rights granted hereunder, may not be assigned, sold, leased, or otherwise transferred in whole or in party by either Party.

XVII. 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.

XVIII. APPLICABLE LAW

This Agreement shall be governed by and construed in accordance with the laws of the Republic of the Philippines.

XIX. WAIVER

Failure of either party to insist, in one or more instances, the strict performance of any of the terms of this Agreement, or to exercise any portion herein contained, shall thereafter not be construed as abandonment or 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.

XX. COUNTERPARTS

This Agreement may be executed in counterparts, all of which constitute a single agreement. If the dates set forth at the signatures of this document are different, the Agreement shall be considered effective as of the date that both Parties signed the Agreement.

XXI. SEVERABILITY

The invalidity of any portion of this Agreement will not and shall not be deemed to 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 be deemed to be in full force and effect as if they had been executed subsequent to the expungement of the invalid provision.

XXII. 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.

XXIII. HEADINGS

Headings are for convenience only and do not affect the interpretation of this Agreement.

XXIV. ENTIRETY OF AGREEMENT

This Agreement represents the entire agreement between the Operator and the Client and supersedes all prior negotiations, representations, agreements, either oral or written.

XXV. 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 place first stated above.

________
Operator

________
Client

ACKNOWLEDGMENT

Republic of the Philippines
Province of _____________________ )
City or Municipality of _____________________ )S.S.

BEFORE ME, a Notary Public, for and in City or Municipality of _____________________, _____________________, this _______ day of _____________________, 20______, personally appeared the following persons:

1. ________, with the following competent proof of identification: Driver's License with number ________ which expires on ________

2. ________, with the following competent proof of identification: Driver's License with number ________ which expires on ________.

All known to me to me and to me known to be the same persons who executed the foregoing Venue Rental Agreement 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 written above.

Doc. No. _________;
Page No. ________;
Book No. ________;
Series of ________.