Venue hire agreement, Ashworth Memorial Hall
Venue hire agreement template with bump in, noise and a bond
Hall hire disputes are almost always about time and noise: the hirer thought the hire started when guests arrived, and the committee thought music stopped at eleven. This agreement prices bump in, the event and bump out as three separate periods, and ties the curfew to the planning permit rather than to a preference.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Parties and key facts
- The committee, the hirer, the rooms and the date, with the fee, bond, capacity and curfew.
- 1. The hire period
- Bump in, event and bump out as separate charged periods, and what running over costs.
- 2. Payment and bond
- The deposit and balance dates, the $800 bond and the five things that can come out of it.
- 3. Capacity, safety and the permit
- One hundred and fifty people including suppliers, clear exits, and the limited liquor licence.
- 4. Noise
- The curfew callout tied to the planning permit, and the person responsible on the night.
- 5. Leaving the hall
- What the committee cleans, and the seven job checklist the hirer has to complete.
- 6. Cancelling, insurance and general
- The cancellation table, insurance and damage, and what happens if the hall cannot be used.
- Signatures
- A block for the committee and one for the hirer.
Clauses in this document
How to adapt this agreement
For a hall with an in house caterer or a licensed bar, delete clause 3.2 and replace it with the venue licence conditions and a minimum spend, because the liquor arrangement is usually where the money is. For a regular hire such as a weekly class, replace the three period table with a recurring schedule and a term, drop the bond to a smaller rolling amount, and add a clause on what happens when a public holiday falls on the usual day. For a hall in a residential street with a stricter permit, move the curfew earlier, add a clause requiring a noise monitor or a decibel limit at the mixing desk, and require guests to leave through one door, because those three terms together are what keeps a permit alive.
Who this suits
A single event hire of a community facility, where a volunteer committee is on the other side of the table and there is no venue manager on duty. That is why the agreement names one person who is on site for the whole hire and reachable by phone, and why the cleaning checklist is written as jobs rather than as a standard. A commercial function centre with staff on the floor needs a different document: the risk sits with the venue, the cleaning is theirs, and the negotiation moves to minimum spend, beverage packages and the final numbers date. If the hall is council owned, check the booking conditions the council already imposes before adding terms, because a hirer signing two documents that disagree is worse off than one signing neither.
What makes this document work
Bump in and bump out are priced, not assumed
Four hours on the Friday at $180, the event block on the Saturday at $860, three hours on the Sunday at $140 and $60 for the kitchen, adding to $1,240. Clause 1.1 says nobody is on site outside those windows because the alarm is armed, which turns a vague expectation into a schedule.
The curfew has a reason and a consequence
Amplified music stops at 11.00 pm because the planning permit says so, the doors close from 9.00 pm, and a noise fine issued to the committee comes out of the bond. Clause 4.1 then names one person who is on site for the whole hire and can be woken by a phone call.
The cleaning list is specific enough to be checkable
Seven numbered jobs, from stacking chairs to the floor plan on the noticeboard, with the committee doing the toilets and the main floor inside the fee. Anything left undone is $65 an hour from the bond, so the standard is a list rather than an opinion.
Questions people ask
What should a venue hire agreement include?
The rooms, the date and the exact hire period including setup and pack down, the fee and what it covers, the bond and what can come out of it, the capacity, noise limits, who is responsible on the night, a cleaning standard, cancellation terms and insurance requirements.
What is bump in and bump out?
Bump in is the time before the event for delivery, setup and styling. Bump out is the time afterwards for clearing and cleaning. Both are venue time and both cost money, which is why they appear as separate rows in the hire period table with their own charges rather than being folded into the event.
How much bond should a hall take?
Enough to cover the extra cleaning, a broken fitting and a noise fine. Eight hundred dollars on a $1,240 hire is a common ratio for a community hall with a 150 person capacity. Clause 2.2 lists the five things that can come out of it and requires an itemised claim with photographs within 10 business days.
Does a hirer need public liability insurance?
For an event of this size, yes. Clause 6.1 requires $20 million of cover for the event with a certificate of currency 14 days out, and requires every supplier the hirer brings to hold its own. Many councils and insurers will not allow a hall hire to proceed without it.
Who holds the liquor licence for a hall event?
Not the hall, in this case. Clause 3.2 says the hall holds no liquor licence and the hirer obtains a limited licence, sends a copy at least 14 days before and displays it on the night, with service by people named on that licence and stopping at 11.00 pm with the music.
What happens if guests stay past the finish time?
Clause 1.2 charges $90 an hour or part of an hour, taken from the bond, and notes that the hall is booked again from 2.00 pm on the Sunday so the bump out window cannot be extended. Naming the next booking is usually more persuasive than the hourly rate.
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