Signing a venue rental agreement for the first time can be stressful. Our goal then, in writing this article, is to relieve that stress and position you so you can enjoy the process. No matter the type of venue i.e. wedding venues, reception venues, party venue, banquet venues, the following questions should be asked before signing a rental agreement.
We are Tarrant Events Center, one of the newest event center establishments in the Greater Fort Worth Metro area. Call us at 817-996-3636 for more information.
What is a venue rental agreement?
A venue rental agreement is a contract between a property owner or manager and a renter, whether an individual or organization, for the use of a specific space. Truth be told, most rental agreements are boilerplate in nature, many pulled off the internet and tweaked to meet the specific nature of the venue space.
We should stop right there and interject this: although they are boilerplate in their form and structure, the specifics of the rental agreement will differ greatly, and that is why certain questions must be asked before signing.
Questions to ask before deciding.
Begin any venue rental search with this list of questions:
- Availability: Is the place available at my desired date and time?
- Accessibility: How easy is it to get around the venue? And get to the venue?
- Your Goals and Objectives: Can the venue meet your requirements?
- Your Budget: What are the policies on booking? What will it cost? Are there hidden fees?
- Food and Drinks: Is there an on-site kitchen?
- AV and Technology: What is the venue’s setup for acoustics and lighting?
- Amenities: What amenities are included in the rental, and what will you have to provide?
- Privacy: Will there be other events happening there at the same time?
You can always try to negotiate better terms.
Here is a fact most people do not know when they are looking for an event space rental: contracts can be negotiated. Lease agreements are not etched in stone like some ancient stone tablets of law. Not all venues will negotiate, but it certainly does not hurt to try. The worst that can happen is they will say no; the best that can happen is you may save hundreds of dollars.
Look at your list of “must have” items. What things are absolutely crucial to ensure that your event is successful. If an event room rental does not have all of those items, try negotiating for a lower rental fee, or ask that those items be included in the rental fee.
And one final word of advice: always insist upon all-inclusive pricing. This simply means there are no hidden fees or surcharges. If a venue manager will not agree to signing an all-inclusive pricing agreement, move to the next venue.
A final word about Tarrant Events Center.
Tarrant Events Center is locally owned and operated, and we invite you to arrange for a tour of our lovely venue. We offer ten floor plan options, over an acre of landscaped grounds, two VIP rooms in addition to the main room, a finishing kitchen, and much more. Call us today.