Events Template
Free Event Venue Contract Template
An event venue contract covers hire duration, fees, insurance, and cancellation terms.
Template
Copy this markdown, replace the {{variables}}, and send via API.
# Event Venue Contract
**Venue:** {{venueName}}
**Client:** {{clientName}}
**Event:** {{eventDescription}}
**Date:** {{eventDate}}
## Venue Details
{{venueDetails}}
## Fees
{{hireCharges}}
## Deposit
{{depositAmount}} due by {{depositDeadline}}
## Setup & Breakdown
{{setupTimes}}
## Insurance
{{insuranceRequirements}}
## Cancellation
{{cancellationPolicy}}Send for e-signature
curl -X POST https://signb.ee/api/send \
-H "Authorization: Bearer YOUR_API_KEY" \
-H "Content-Type: application/json" \
-d '{
"content": "YOUR_RENDERED_MARKDOWN",
"senderName": "Your Name",
"senderEmail": "you@company.com",
"recipientName": "Recipient",
"recipientEmail": "recipient@email.com"
}'What happens next
- Signbee converts the markdown to a professional PDF
- Recipient gets an email with a signing link
- Both parties sign with an animated handwriting signature
- Both receive the signed PDF with a SHA-256 certificate
All signatures are legally binding under the ESIGN Act, eIDAS, and ECA.
More details
An event venue contract protects both the venue and the event organiser by defining exactly what's included in the hire, when access begins and ends, and what happens if things go wrong. Venue disputes are common and expensive — a clear contract prevents most of them.
What to verify before signing: - Capacity — Legal maximum capacity for the event type (standing, seated, banquet). Fire regulations dictate this, not the venue's preference. - Exclusive use vs shared — Does the hire include exclusive use of the entire venue, or can other events occur simultaneously? - Included facilities — Tables, chairs, AV equipment, Wi-Fi, kitchen access, parking, cloakroom. What's included and what costs extra? - Noise restrictions — Local council noise curfews (typically 11pm in residential areas). Amplified music restrictions. - Catering — Can you bring external caterers, or must you use the venue's approved list? Corkage fees for bringing your own beverages.
Essential contract clauses: 1. Hire period — Exact start and end times including setup and breakdown. Overtime charges per hour if you run over. 2. Deposit and payment schedule — Non-refundable deposit (typically 25-50%), interim payment, and final balance due date. 3. Cancellation tiers — Graduated cancellation fees based on notice: 100% refund (90+ days), 50% refund (30-89 days), no refund (less than 30 days). Exact terms vary. 4. Force majeure — What happens if the event can't proceed due to circumstances beyond either party's control. 5. Insurance — Public liability insurance requirement (typically £5-10 million). Who provides it — the venue or the client? 6. Damage deposit — Held against damage to the venue. Inspection process and timeline for return. 7. Alcohol licensing — Does the venue hold a premises licence? Can the client apply for a Temporary Event Notice (TEN)? 8. Health and safety — Fire exits, first aid provision, risk assessments, and who's responsible for guest safety.
Frequently asked questions
What should an event venue contract include?
Hire period with exact times, total fees with payment schedule, deposit terms, cancellation policy with graduated refunds, insurance requirements, damage deposit, catering and alcohol policies, noise restrictions, setup/breakdown times, and force majeure clause.
Is a venue deposit refundable if I cancel?
It depends on the contract terms and cancellation timeline. Most venues use graduated cancellation fees: full refund with 90+ days notice, partial refund with 30-89 days, no refund under 30 days. Always negotiate these terms before signing.
Can event venue contracts be signed electronically?
Yes. Venue hire contracts are valid with electronic signatures under ESIGN (US), eIDAS (EU), and ECA (UK). E-signing is practical for event planning where the organiser and venue may be in different locations.
Related resources
Send this template for signing — free, no credit card.