# Venue Hire Agreement Template Source: https://nerix.ai/templates/venue-hire-agreement A venue rents its space for an event, with dates, fees, deposit, cancellation terms, rules, damage and insurance. Before you send it Licences and safety rules differ from country to country and from venue to venue. An event may need a licence for alcohol, music, late opening or a large crowd, and the law may set a safe limit on guests, fire and first aid rules, and the rights of people with disabilities. Check what applies to your event and say who is responsible for each licence. Ask a lawyer to review the agreement for a large or high value event. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/venue-hire-agreement) ### Venue Hire Agreement This agreement is made on 7 November 2026 between: - **Riverside Hall Events Ltd**, of 1 Wharf Road, Bristol BS1 5TT ("the Venue"); and - **Elena Petrova**, of 37 Hill Street, Bristol BS8 2AA ("the Hirer"). The Venue agrees to let the Hirer use the spaces below for an event, and the Hirer agrees to hire them, on these terms. ## 1. The venue and the spaces 1.1 The Venue lets the Hirer have the use of the Garden Room, the terrace and the cloakroom at 1 Wharf Road, Bristol BS1 5TT (the "Spaces"), together with the access routes, toilets and other shared parts that are needed to use them, for the event described in section 3. 1.2 The Hirer has the use of the Spaces and not exclusive possession of the building. The Venue may keep other parts of the building open to others, and its staff may enter the Spaces at any time to carry out their duties, to check safety and to deal with an emergency. 1.3 tables and chairs for 120, a sound system, a cloakroom attendant and one duty manager ## 2. Date and hours 2.1 The event is on 12 June 2027 . The Hirer may have the Spaces on that day as set out in this table. | Stage | Time | | Set-up starts | 10:00 | | Event starts | 17:00 | | Event ends, and guests leave | 23:30 | | Clear-down finished and the Spaces left empty | 00:30 the next morning | 2.2 The Hirer will keep to these times. If the Hirer stays beyond the time to leave, the Venue may charge a fair extra fee for each extra half hour, at the rate in the Venue's published price list or, if there is none, at a reasonable rate that it tells the Hirer, and it may charge any extra cost it has because of this. ## 3. Permitted use 3.1 The Hirer will use the Spaces only for a wedding reception with a dinner and dancing , and for nothing else, unless the Venue agrees in writing. 3.2 The Hirer will not use the Spaces for anything unlawful, dangerous or likely to upset the neighbours, will not sell tickets without the Venue's written agreement, and will not allow gambling, smoking where it is banned, or the use of naked flames, smoke or haze machines, fireworks, confetti cannons or similar things without the Venue's written agreement. 3.3 The Hirer is responsible for the event, for its guests and for everyone it brings or invites, as if they were the Hirer itself. ## 4. Guest numbers 4.1 No more than 120 people may be in the Spaces at one time, including guests, staff and suppliers. The Venue may refuse entry to more people than this and may close the event if the number is exceeded, without any refund. 4.2 The Hirer will give the Venue a final number of guests and of any guests with special needs, at least 14 days before the event, and will tell the Venue in good time of anyone who needs help to move around or in an emergency. ## 5. Fees and payment 5.1 The hire fee is GBP 3,200 . It covers the use of the Spaces for the times in section 2 and the things listed in section 1.3, if any. The fee is exclusive of value added tax or a similar tax, which the Hirer will pay where it applies. 5.2 The Hirer will pay the fee in the following way. | Payment | Amount | Due | | Booking deposit | GBP 800 | On signing this agreement | | Rest of the hire fee | The hire fee less the deposit | 12 April 2027 | | Refundable damage deposit | GBP 500 | 12 April 2027 | 5.3 The booking is confirmed when the Venue has received the booking deposit. The Venue may release the Spaces to others if a payment is more than 7 days late after a written reminder, and it may keep the money paid as in section 6. 5.4 The Venue will refund the damage deposit within 14 days after the event, less any fair amount that the Hirer owes the Venue for damage, extra cleaning or other costs under this agreement, and will send a list of the deductions with the reasons. 5.5 Extra items or services that the Hirer asks for before or during the event will be charged at the Venue's price, which the Venue will tell the Hirer beforehand, and invoiced after the event for payment within 14 days. ## 6. Cancellation 6.1 If the Hirer cancels the booking, it must tell the Venue in writing. The Venue will keep the following from the money paid, and the Hirer will pay the rest of it if not already paid. | When the Hirer cancels | What the Venue keeps | | More than 90 days before the event | the deposit | | From 90 days to 30 days before the event | 50% of the hire fee | | Less than 30 days before the event | 100% of the hire fee | 6.2 The Venue will try to let the Spaces again. If it does let them, for the same time, to somebody else, it will repay to the Hirer the part of the fee that it has gained, but never more than the amount that it would otherwise keep, less a fair charge for the trouble it has had. 6.3 If the Venue cancels without a good reason, or cannot give the Spaces, it will repay everything that the Hirer has paid within 14 days, and will help to find another venue if it reasonably can. It will not be liable for anything else, unless it is liable under section 14. 6.4 A change of date that the Venue agrees to is treated as a cancellation, unless the Venue says otherwise in writing, and the Hirer will pay the cost of the change. ## 7. The Hirer's suppliers 7.1 The Hirer may use suppliers such as caterers, musicians, photographers, decorators and entertainers. The Hirer will give the Venue a list of them, with their contact details, at least 14 days before the event, and the Venue may refuse a supplier for a good reason, such as the supplier not having insurance or a safety record. 7.2 The Hirer is responsible for what its suppliers do, and for their keeping to this agreement and to the Venue's rules. They may enter only at the times in section 2 and by the route that the Venue tells them. The Hirer will make sure that each of them has public liability insurance, and the Venue may ask to see it. 7.3 The Hirer will tell its suppliers about the Venue's rules on safety, access and noise, and the Hirer will pay for any damage that they cause. ## 8. Food and drink The Hirer may bring its own caterer from the Venue's approved list. Alcohol must be bought from the Venue's bar. The Hirer and its caterer will keep to the law on the safe preparation and serving of food and on the serving of alcohol, and will not serve alcohol to anyone under the legal age or who is already drunk. The Hirer will not bring food or drink to sell to guests unless the Venue agrees in writing. ## 9. Noise and curfew 9.1 Amplified music must end at 23:00, and noise outside must be kept low after 21:00. 9.2 The Hirer will keep to any noise or opening hours that the Venue's licence or the local authority sets, and will make sure that guests leave quietly and do not disturb the neighbours. If the Venue has to end the music or the event to keep to a rule or to avoid a penalty, the Hirer will not be entitled to a refund. ## 10. Decorations and equipment The Hirer may decorate the Spaces in a way that does not damage them and does not break the fire rules. It may not fix anything to walls, ceilings or fittings with nails, screws, tape or glue that harms them, and may not block exits, fire equipment or access routes, or hang anything from lights or sprinklers. The Hirer will take away all decorations, equipment and rubbish when it leaves, and will tell the Venue before it brings large equipment, a stage, a bar or a vehicle onto the premises. ## 11. Damage and cleaning 11.1 The Hirer will take care of the Spaces and of the Venue's furniture, equipment and fittings, and will pay the reasonable cost of repairing or replacing anything that the Hirer, its guests or its suppliers damage or lose, other than fair wear and tear. 11.2 The Hirer will leave the Spaces tidy and with rubbish put in the bins, by the time in section 2. If more cleaning is needed, or if the Spaces are not left empty, the Venue may charge a reasonable fee for it. 11.3 The Venue and the Hirer will look at the Spaces together before and after the event, if possible, and the Venue will tell the Hirer of any damage within 5 working days after the event. ## 12. Insurance, safety and licences 12.1 public liability insurance of at least GBP 2 million 12.2 The Hirer will make sure that the event is safe for all who attend, will follow the Venue's safety, fire and emergency rules and the instructions of its staff, and will make sure that the Spaces are not overcrowded and that all exits are clear. The Venue will tell the Hirer of the fire exits, the first aid equipment and the emergency steps before the event, and the Hirer will tell its guests. 12.3 The Venue holds the premises licence for alcohol and music until 23:00. The Hirer will get any other permit it needs. 12.4 The Hirer will not do anything that would make the Venue's insurance void or more costly. ## 13. The Venue's duties The Venue will make the Spaces available, clean, safe and in good order at the times in section 2, will provide the things in section 1.3, and will keep up its licences and its insurance as the law requires. ## 14. The Venue's liability 14.1 The Venue is liable for death or personal injury caused by its negligence, for fraud, and for anything else that the law does not allow it to limit. 14.2 Apart from that, the Venue is not liable for loss of or damage to the Hirer's, its guests' or its suppliers' property, which they leave at their own risk, nor for indirect or consequential loss or loss of profit or of enjoyment, and its liability for any other claim under this agreement is limited to the hire fee . 14.3 The Hirer will repay the Venue for any claim made against the Venue by anyone, including its guests, its suppliers and the authorities, that comes from the event, except to the extent that the Venue's own fault or breach caused it. ## 15. Events beyond a party's control A party is not in breach of this agreement, and is not liable to the other, if it cannot do what it promised because of an event beyond its control, such as fire, flood, severe weather, a power failure, war, a terror threat, the closing of the venue by an authority or a public health order. It will tell the other party at once. If this stops the event from taking place on the date, the parties will try in good faith to agree a new date, and if they cannot agree within 30 days, the Venue will repay what the Hirer has paid, less the costs that it has already spent on the event and cannot recover. ## 16. Law and disputes This agreement, and any dispute that arises from it, is governed by the laws of England and Wales . The parties will first try to settle any dispute by discussing it in good faith for 14 days after one of them gives written notice of it. The place for deciding any dispute under this agreement is Bristol . How disputes are decided ## 17. General - This agreement is the whole agreement of the parties on its subject. A change to it must be in writing and signed by both parties. - The Hirer may not transfer this agreement or sublet the Spaces without the Venue's written consent. - If a part of this agreement is found invalid, the rest stays in force. - Notices must be in writing and sent to the address at the head of this agreement, or to an email address that a party names for the purpose. - This agreement may be signed in separate copies and electronically, and together they form one agreement. ## Signatures **For the Venue: Riverside Hall Events Ltd** Name and title: ______________ Signature: ______________ Date: ______________ **The Hirer: Elena Petrova** Signature: ______________ Date: ______________ Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. Contracts and agreements ## What this template is for A venue hire agreement for renting a hall, room or space for an event, with dates, fees, deposit, cancellation table, suppliers, noise rules, damage and insurance. It is free to fill in online, needs no account, and downloads as a Word document or a PDF. [See all Contracts and agreements templates](https://nerix.ai/templates/contracts) Contracts and agreements ## What you fill in The form asks for 28 details. The document fills itself in as you type. - ### Venue: name of the owner or operator For example: Riverside Hall Events Ltd - ### Venue: address For example: 1 Wharf Road, Bristol BS1 5TT - ### Hirer: full name or company name For example: Elena Petrova - ### Hirer: address For example: 37 Hill Street, Bristol BS8 2AA - ### Spaces being hired Name every room or area. For example: the Garden Room, the terrace and the cloakroom - ### What the event is For example: a wedding reception with a dinner and dancing - ### Date of the event For example: 12 June 2027 - ### Set-up starts For example: 10:00 - ### Event starts For example: 17:00 - ### Event ends For example: 23:30 - ### Clear-down finished by For example: 00:30 the next morning - ### Largest number of guests Include staff and suppliers if the law counts them. For example: 120 - ### Hire fee Include the currency. For example: GBP 3,200 - ### Extras included in the fee optional For example: tables and chairs for 120, a sound system, a cloakroom attendant and one duty manager - ### Booking deposit For example: GBP 800 - ### Refundable damage deposit optional For example: GBP 500 - ### Date the rest of the fee is due For example: 12 April 2027 - ### Share of the fee kept for a cancellation made earliest For a cancellation more than 90 days before the event. For example: the deposit - ### Share of the fee kept for a cancellation made in the middle period For a cancellation 30 to 90 days before the event. For example: 50% of the hire fee - ### Share of the fee kept for a cancellation made last For a cancellation less than 30 days before the event. For example: 100% of the hire fee - ### Food and drink arrangements For example: The Hirer may bring its own caterer from the Venue's approved list. Alcohol must be bought from the Venue's bar. - ### Music and noise limits For example: Amplified music must end at 23:00, and noise outside must be kept low after 21:00. - ### Insurance the Hirer must have optional For example: public liability insurance of at least GBP 2 million - ### Licences and who is responsible for them For example: The Venue holds the premises licence for alcohol and music until 23:00. The Hirer will get any other permit it needs. - ### Limit of the Venue's liability For example: the hire fee - ### Country or state whose law applies For example: England and Wales - ### Place for disputes For example: Bristol - ### How disputes are decided Contracts and agreements ## What is inside The parts of this document, in order. - 1 1. The venue and the spaces - 2 2. Date and hours - 3 3. Permitted use - 4 4. Guest numbers - 5 5. Fees and payment - 6 6. Cancellation - 7 7. The Hirer's suppliers - 8 8. Food and drink - 9 9. Noise and curfew - 10 10. Decorations and equipment - 11 11. Damage and cleaning - 12 12. Insurance, safety and licences Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=venue-hire-agreement) ### Was this template helpful? Contracts and agreements ## Questions people ask ### What details does this template ask for? The form asks for 28 details, starting with Venue: name of the owner or operator, Venue: address, Hirer: full name or company name, Hirer: address, Spaces being hired. 3 more are optional. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account. ### Is what I type sent anywhere? No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat. ### What should I check before I use this template? Licences and safety rules differ from country to country and from venue to venue. An event may need a licence for alcohol, music, late opening or a large crowd, and the law may set a safe limit on guests, fire and first aid rules, and the rights of people with disabilities. Check what applies to your event and say who is responsible for each licence. Ask a lawyer to review the agreement for a large or high value event. ### Are these contract templates free? Most are. You can fill in and download them for free as Word or PDF, with no account. A few long business agreements are premium: free to fill in, paid once to download, and marked with their price. ### Is a template contract legally valid? A signed agreement is usually valid when both sides understand and accept it, but rules differ by country and by type of contract. Treat a template as a careful starting point and check what applies where you are. ### Do I need a lawyer to use a template? For simple, low risk agreements many people do not. For large sums, property, employment disputes or anything unusual, ask a lawyer to review the draft first. ### Can I change the terms? Yes. Download the Word version and edit it, or ask nerix in the chat to make a clause stricter, shorter or in another language. Templates ## More in Contracts and agreements - [New Affiliate agreement Pay affiliates a commission for each sale they bring through a tracked link, with clear rules. Contracts and agreements](https://nerix.ai/templates/affiliate-agreement) - [Asset purchase agreement Buy or sell the assets of a business: what is included, the price, who takes the debts, and the warranties given. 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