An Event Venue Rental Agreement (EVRA) is a legally binding agreement between an event organizer and an individual or company that will use their facility for an upcoming event. Event Organizers often provides rental services for various reasons such as; they want to increase the attendance at a special occasion, they want to increase the attendance at an event in another country, they want to improve the quality of the event, they want to host a corporate event or conference, or they want to provide their customers with a relaxed and fun experience. No matter why they choose to rent an event venue it is essential that they have a written agreement in place to protect themselves against the event organizer’s legal rights.
It is not mandatory that you use an EVRA when you are preparing your contract, however it can be a useful tool. If you are using a standard agreement or an ordinary contract, you may find that it is very difficult to understand. The template used in the EVRA template makes it much easier to understand what you are agreeing to. A template will also help you create a well organized document, which will avoid any errors during drafting.
Leadership Summits That Work from event venue rental agreement template, source: hbr.org
Before you start writing a EVRA there are a few things that you should consider and discuss. You should firstly decide what type of event you want to hold. Do you want to have a large conference or event, do you want to have an outdoor event or indoor event, and if so do you require a large hall or are you looking for an informal or intimate setting? When you have decided what type of event you need to hold you should start thinking about the cost and type of event. You should also think about the type of venue that will best suit your requirements.
In order to prepare your EVRA you should use a Event Venue Rental Agreement template that contains all of the necessary information. It should clearly spell out all the terms of the agreement as well as the costs and type of service you require. The document should also state the date of the event, location, date, and time that the event will take place.
Venue Rental Contract Template Free Awesome Bad Letter Elegant Od from event venue rental agreement template, source: freeuniquelayouts.com
You should include details of the venue, including the name, address, and email address of the building, and contact information for the Event Organizer if they need to be contacted regarding any issues concerning your event. You should also list the type of services you require such as; the number of people who will be attending, where they will be accommodated, the duration of the event, if the event will be a party or will it last all day and night. Also include a detailed description of any additional services you may want that the event organizer might need. Such as additional security staff or catering staff.
Next you will need to include all of the details of the event you want to arrange, the date of the event, and the time of the event, the venue should be listed clearly on the event agreement. The date and time of the event are important as it is required by law that any contract be in writing. You should also state the cost of each service that you will be providing. If the event is going to be held in another country you should also state if the price of accommodation will be included in the rental fee.
Venue Rental Contract Template Free Fresh Lease Agreement Template from event venue rental agreement template, source: archaeologytimes.com
The other important thing you will need to include in the EVRA is the type of entertainment that will be provided for your guests at the event, this can vary depending on what type of event you have planned for them. If you are a conference or seminar type of event then you may want to include a variety of activities such as a seminar, lectures, workshops, exhibits, or workshops, you may also be able to include a presentation or a seminar. If the event is going to be an outdoor event then the type of entertainment may be a DJ, musicians, band, and dancers, whichever suits you and your guests the best.
The most important part of the EVRA is the section on the date and time of the event and where you want it to be held, if you want to have your event held in another country you may need to add a section stating the date and time of the event and location of the event. The last section of the agreement should include information about the payment arrangements and who will be responsible for paying the rental fee.
Event Management Solving The 15 Most Difficult Challenges from event venue rental agreement template, source: thealeitgroup.com
BUND DER SELBSTNDIGEN – SCHWAIKHEIM from event venue rental agreement template, source: bds-schwaikheim.de