Free Hotel Event Space Rental Agreement

This Hotel Event Space Rental Agreement ("Agreement") is made and entered into this [Date] day of [Month], [Year], by and between [Your Company Name], located at [Your Company Address] ("Hotel"), and [Tenant's Name], residing at [Tenant's Address] ("Tenant"). The Hotel and Tenant may hereinafter collectively be referred to as the "Parties" or individually as a "Party."

Recitals

WHEREAS, the Hotel owns and operates event spaces suitable for various events such as conferences, meetings, weddings, and other social gatherings;

WHEREAS, the Tenant desires to rent the event space for the purpose of hosting an event;

NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, the Parties hereby agree as follows:

1. Event Space and Rental Period

1.1 Event Space

The Hotel agrees to rent to the Tenant the following event space: [Event Space Description] ("Event Space").

1.2 Rental Period

The rental period for the Event Space shall commence on [Event Start Date] at [Event Start Time] and shall end on [Event End Date] at [Event End Time].

2. Rental Fees and Payment Terms

2.1 Rental Fee

The Tenant agrees to pay the Hotel a total rental fee of [Rental Fee Amount] for the use of the Event Space. This amount includes all applicable taxes and fees.

2.2 Payment Schedule

The rental fee shall be paid according to the following schedule:

1. An initial deposit of [Deposit Amount] on or before [Deposit Due Date].

2. The remaining balance of [Remaining Balance Amount] to be paid in full on or before [Final Payment Due Date].

2.3 Method of Payment

Payments shall be made via [Payment Method, e.g., credit card, bank transfer, etc.] to the following account:

• Bank Name: [Bank Name]

• Account Number: [Account Number]

• Routing Number: [Routing Number]

• SWIFT Code: [SWIFT Code] (if applicable)

2.4 Late Fees

If the Tenant fails to make the payment by the due date, a late fee of [Late Fee Percentage]% of the total unpaid amount shall be added for each week the payment remains overdue.

3. Services Provided

3.1 Included Services

The rental fee includes the following services:

• Use of the Event Space

• Basic audio-visual equipment

• Standard seating arrangements

• Access to restrooms and other common areas

3.2 Additional Services

Any additional services such as catering, special audio-visual requirements, decorations, or extra seating must be requested in writing and will be subject to additional fees. The details and costs of these additional services shall be outlined in an attached Service Specification Document, which is incorporated herein by reference.

4. Tenant’s Responsibilities

4.1 Event Conduct

The Tenant agrees to conduct the event in an orderly manner and in full compliance with all applicable laws, regulations, and Hotel policies.

4.2 Damage to Property

The Tenant is responsible for any damage to the Event Space or Hotel property caused by the Tenant, its guests, or agents. The Tenant agrees to cover the costs of repair or replacement for any such damage.

4.3 Compliance with Capacity Limits

The Tenant agrees to adhere to the maximum capacity limits of the Event Space as specified by the Hotel. Exceeding the capacity limits may result in immediate termination of the event and forfeiture of all fees paid.

5. Cancellation and Refund Policy

5.1 Cancellation by Tenant

The Tenant may cancel this Agreement by providing written notice to the Hotel at least [Cancellation Notice Period] days before the scheduled event date. Cancellations made with less notice may incur a cancellation fee of [Cancellation Fee Amount].

5.2 Cancellation by Hotel

The Hotel reserves the right to cancel this Agreement in the event of unforeseen circumstances such as natural disasters, emergencies, or other events beyond the control of the Hotel. In such cases, the Hotel will provide a full refund of all fees paid by the Tenant.

5.3 Refunds

Refunds will be processed within [Refund Processing Time] days from the cancellation date. Any refunded amount will be subject to deductions as per Section 5.1.

6. Indemnification

6.1 Indemnification by Tenant

The Tenant agrees to indemnify, defend, and hold harmless the Hotel from and against any and all claims, liabilities, damages, and expenses (including reasonable attorney's fees) arising out of or in connection with the Tenant’s use of the Event Space, except to the extent caused by the gross negligence or willful misconduct of the Hotel.

6.2 Indemnification by Hotel

The Hotel agrees to indemnify, defend, and hold harmless the Tenant from and against any and all claims, liabilities, damages, and expenses (including reasonable attorney's fees) arising out of or in connection with the Hotel’s performance of its obligations under this Agreement, except to the extent caused by the gross negligence or willful misconduct of the Tenant.

7. Insurance

The Tenant is responsible for obtaining any necessary insurance coverage for the event, including liability insurance. The Tenant may be required to provide a certificate of insurance to the Hotel upon request.

8. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of [Jurisdiction]. Any disputes arising under this Agreement shall be resolved in the courts of [Jurisdiction].

9. Dispute Resolution

9.1 Negotiation

In the event of a dispute arising out of or in connection with this Agreement, the Parties agree to first attempt to resolve the dispute through good-faith negotiations.

9.2 Mediation

If the Parties are unable to resolve the dispute through negotiation, they agree to participate in mediation before pursuing any other legal remedies. The mediator shall be chosen by mutual agreement of the Parties.

9.3 Arbitration

If mediation fails, any unresolved disputes shall be settled by binding arbitration conducted in accordance with the rules of the American Arbitration Association (AAA). The arbitrator's decision shall be final and binding on both Parties.

10. Amendments

Any amendments to this Agreement must be in writing and signed by both Parties. Verbal modifications are not valid or enforceable.

11. Entire Agreement

This Agreement constitutes the entire agreement between the Parties and supersedes all prior agreements and understandings, whether written or oral, relating to its subject matter.

12. Severability

If any provision of this Agreement is found to be invalid or unenforceable, the remainder of this Agreement shall remain valid and enforceable according to its terms.

13. Notices

Any notices required or permitted under this Agreement shall be in writing and shall be deemed delivered when delivered in person, sent by email with confirmation of receipt, or sent via certified mail, return receipt requested, addressed as follows:

To the Hotel:

[Your Company Name]
[Your Company Address]
[City, State, ZIP Code]
[Your Company Email]

To the Tenant:

[Tenant's Name]
[Tenant's Address]
[City, State, ZIP Code]
[Tenant's Email]

14. Force Majeure

Neither Party shall be liable for any failure or delay in the performance of its obligations under this Agreement if such failure or delay is due to events beyond the reasonable control of the affected Party, including but not limited to acts of God, war, strikes, pandemics, or government orders.

15. Waiver

The waiver by either Party of any breach of this Agreement shall not operate or be construed as a waiver of any subsequent breach. No waiver shall be valid unless in writing and signed by the Party granting the waiver.

16. Counterparts

This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Electronic signatures shall be deemed valid and binding.

17. Miscellaneous

17.1 Headings

The headings in this Agreement are for convenience only and shall not affect its interpretation.

17.2 No Assignment

The Tenant may not assign or transfer any of its rights or obligations under this Agreement without the prior written consent of the Hotel.

17.3 Relationship of Parties

Nothing in this Agreement shall be construed to create a partnership, joint venture, or agency relationship between the Parties. Each Party is an independent contractor and not an agent of the other Party.

17.4 Survival

The provisions of this Agreement that by their nature should survive termination or expiration, including but not limited to indemnification, confidentiality, and governing law, shall survive any termination or expiration of this Agreement.

18. Signatures

IN WITNESS WHEREOF, the Parties hereto have executed this Hotel Event Space Rental Agreement as of the day and year first above written.

[Your Company Name]

By:

Name: [Authorizing Person's Name]
Title: [Title]

[Tenant's Name]

By:

Name: [Tenant's Name]
Title: [Title, if applicable]

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