Mastering Your Conference Room Rental Agreement Template

The Foundation

A conference room rental agreement template is a document that outlines the terms and conditions for renting administrative space for events, including conferences, exhibitions, meetings, and other business-related gatherings in which physical space is required. It is separately negotiated, but often exists as a rider to a standard lease agreement. It specifies the services a landlord must provide and details what is expected of the tenant in terms of payment and compliance. The document sets forth both parties’ rights and obligations for the duration of the term , and should be reviewed by a legal professional experienced in real estate law in your jurisdiction. A conference room rental agreement template is important for both parties, as it allows for proper and immediate resolution of conflicts that may arise both before and during the term of the occupancy, such as: Once the parties are in agreement, the document can be easily modified to create an executive office rental agreement or a coworking space agreement if necessary.

Key Provisions

Below are some of the most important clauses you need in your Conference Room Rental Agreement Template to avoid surprises and to clarify the relationship between your company and your client:
Payment terms- It’s a good idea to require payment for the conference room rental in full at least 24 hours in advance of the rental date. It is really inconvenient when a client forgets to show up and you have waited for them to arrive with no phone call to say they aren’t coming. Be sure to make payment terms clear in the agreement.
Cancellation policy- It always helps to clearly list the cancellation policies in your agreement. List different cancellation policies according to how long in advance a client cancels. It is common to require one day in advance for a full refund and half-charge if cancelled two days in advance.
Liability- Be sure that you are clear regarding liability. You don’t want people who rent out the conference room to use it for anything illegal or to cause damage to other tenants’ property. Consider wording such as:
Parts One and Two will not be liable under any circumstances to the Renter for any consequential or incidental damages.
Parts One and Two shall not be liable to Renter for lost profits, personal injury, property damage, or other economic loss arising out of a breach by Renter of the Agreement.
Parties One and Two shall not be held responsible for any costs if the Renter has given to them proper notification, 24 hours in advance of any changes and/or cancellations.
Changes and/or cancellations received after 24 hours prior to booking will not receive a refund.
In the event of a double-booking of the facilities, Renter will not be responsible for Part Two’s lost or damage of any kind and will return any deposits made in full.
Make it clear that once the agreement is signed by both parties it is binding under law and that it can constitute grounds for a lawsuit in the event that any of the clauses listed above are not followed. Requiring a signature is easier than a verbal agreement. Verbal agreements are harder to enforce than written agreements.

Drafting Your Template

Once you have your agreement template, customization is not difficult; you simply make adjustments to match your prospective client’s event. Most changes will likely be of a minor nature, such as the length of use, the area, or the equipment needed. But it’s important that your customer knows exactly what will take place at your space during their event, so any potential gray areas in the scope of the rental terms should be cleared up ahead of time so that you don’t end up arguing over missing provisions long after they have left your premises.
If you are renting out a conference room for an event hosted by your organization, such as a monthly meeting for a community club, your customers may appreciate a stricter definition of the scope of the rental, such as starting and ending times and an enumerated list of what your space can and cannot provide. In this case, you should also clarify what would happen if the event runs too long.
There is a lot of value in having a standard contract template, even if you have to go through and make a number of small edits to finalize it. It helps you keep track of the events you host in your space, which influences the types of amenities you may want to add or remove in the future. After all, if every other client needs a projector, it may be time to invest in one. If no client ever requests a shuttle service, it’s good that you didn’t make that an automatic part of your agreement templates.

Legal Issues

The legal considerations that must be taken into account in drafting a conference room rental agreement are numerous. The agreement should define the rights and obligations of the parties with respect to the leased space, equipment , and additional services that may be offered. Insurance requirements must be drafted to protect against liability for personal injury or property damage that may occur during the rental period. Any terms that could potentially lead to legal disputes should be drafted in accordance with generally accepted legal standards and followed by appropriate standards and procedures to facilitate their resolution in the event that a dispute arises. Detailed provisions are particularly important if the agreement is being made between a lessor and a lessee that is not an individual.

Template & Resources

A wide array of resources offer templates for conference room rental agreements that you can easily customize for your own use.
Online Resources
Both free and paid resources for legal forms may have a conference room rental agreement template that meets your needs. Examples of some websites offering these templates are: Online legal document preparation services like LegalZoom and RocketLawyer provide access to customizable templates, too, for a fee.
Word Processing Software
Most word processing software packages, such as Microsoft Word, have legal document templates. Some templates, typically the more general-purpose "standard" documents, are free, and others require a monthly subscription or one-time licensing fee. For example, Office Depot offers a subscription service for $9.99 per month for ongoing access to a variety of documents. (Note that the fee charged for the use of a template does not change based on how many people the document is shared with.)
Third Party Professional Services
You can hire a freelance writer, legal document preparer or attorney for assistance in drafting a conference room rental agreement. There are many online services offering these types of services. Examples include the Upwork and Fiverr platforms, which specifically match customers with writers and legal professionals at cost-effective rates. Your law firm has the additional option of hiring a virtual assistant or freelance paralegal or legal secretary to research conference room rental agreement templates.

FAQs

Frequent answers to your questions about conference room rental agreements, please read below the frequently asked questions section:
Q: Does my State law allow for me to create this document?
A: Yes. The use of a Conference Room Rental Agreement is permissible in all States and Countries.
Q: Is this document covered by an attorney’s use policy or term of use?
A: No. This document is not covered by any attorney’s use policy or terms or use. All disclaimers apply to this document.
Q: How do I download a Conference Room Rental Agreement?
A: After you have purchased a Conference Room Rental Agreement template you will receive a receipt for your purchase offer from our credit card processor . Download links will be included in that email receipt. Most internet browsers will allow you to download the document in just a few clicks of the mouse.
Q: How do I edit a Conference Room Rental Agreement?
A: Add our text editor to your browser of choice by following the instructions provided. Once that happens you will see an edit button appear with your template download. Simply click that and you are free to edit away at the text and change the dates, times and parties involved with your document.
Q: Will this document go into effect without having to go to court?
A: Yes. By clicking the sign at the end of this document all parties to the agreement are legally binding themselves to the terms of this contract.