Thread: venue contract

I have been messed around by several venues that I have been holding dance workshops in, I had thought that booking by letter would mean that I would not get messed around again, but it seems I will need to get venues to sign a formal contract <sigh>. Does anyone have a copy of a contract that they use to hire venue space ?

Caroline
What kind of venues have you been booking in? If you hold a workshop in, say, a hotel or ballroom of some sort, they usually have their own contracts. Even when I've booked in a dance studio, they usually have their own contracts to cover liability. I can try to dig out one of my old contracts from a venue, but being from the US Im not sure it would help you.

Usually Gyms nowadays. They don't have their own contract. I'm looking for something that assures that I will not be subject to the 'bait & switch' when they show me a big fancy studio with mirrors, then when I turn up on the day, they move me to the small function room with carpet and no mirrors (and someone clinking about with the washing up). It's happened so many times, once I had to use a nightclub in a venue as the promised studio was 'double booked' and the floor was sticky from drink, and one of my student said they could smell pee :-( Because I am an occasional user (and possibly because I am a small woman) people try to mess me around all the time.

Anything I could use as a starter contract would be appreciated. It's more to enforce the psychological contract between me and the venue, rather than something that is strictly legally enforceable.

I just thought I would post that I have just sorted out the latest venue issue that I've been having, so it seems that I will now get the promised facilities. However, I've grown more grey hair since it's only 1 week before my event, and the venue hadn't returns my emails letters and phonecalls.

If the venue is kinda small (real ma and pa kinda place) - go with something super simple: Make sure to cover the basics like
~Name of event
~date and time of event
~duration of rental
~amount (total and itemized) of rental
~parties involved (you/your company and the venue/owners/managers)
~deadlines for cancellations
~penalties for cancellations
~all contact information for both parties (emails, cell phones #'s, etc...)

The penalties for cancellations is my stickler - no one wants to have to pay out of their pocket for being stupid (like if the owner of the venue "forgets" you had rented the space for the event on your event date). If you make it fairly stiff, they tend to remember - once the contract is signed by the parties, it will hold up in most courts.

And, call me paranoid - but the week before the event, I call the venue to remind them - and then I do it again the day before.

I was thinking about penalties, but wondering what to put in. I too am paranoid, but all my calling, writing and confirming makes no difference.

The penalties should work. The way I have worded mine in the past is like this:

~Cancellation of rental of (venue) by (venue) must be done no less then ____ days prior to date of event. If (venue) cancels rental with less then ___days prior to event date, (venue) must pay a venue cancellation penalty of $_____ to (your name/company) within (amount of time -ie: one week,etc...).

~No show penalty will apply to (venue) if said venue is not open and available to (your name/company) at the specified time and date as listed on this contract. Penalty to be paid by (venue) is $____ to be paid to (your name/company) within (amount of time).

If you find that the venue doesn't want to sign it...beware! If they are good about rentals, are on top of their business and have good business ethics, not only will they understand your need for that clause but they will have no problem signing it.

I plan meetings at hotels, for work - not dance events. I can see if I can pull from a previous hotel contract for specific language that would apply to your situations. I typically make sure they don't change up the room we'll be in without letting me know...we had some instances where we contracted for x room and because we had less turnout they moved us to y room which was 6 feet wide and made everyone uncomfortable. And make sure you spell out how the room should be set if you want tables, a stage, an easel for signage or any a/v. I have never included in my contracts a cancellation clause for the hotel - usually it's the other way around. If I cancel there's penalties. So I'm not sure how it would work for other venues...if you provide the restaurants/gyms/whatever with a cancellation clause, they might want to apply the same terms to you.