Facilities Rental Agreement

What Is a Facilities Rental Agreement?

Simply put, a facilities rental agreement is a legal contract outlining the terms and conditions between a facility owner and a tenant intending to rent the facility for a specific length and purpose. The facilities can range from large buildings to smaller spaces such as storage units, workshops, and even church facilities.

Significance of a rental facility agreement

A rental facility agreement is needed whenever someone wishes to lend or lease their property for a particular period. The agreement outlines everything from rental fees, deposit amounts, utility costs, cleaning fees, and other essential points. It can prevent misunderstandings between parties and provide evidence if disputes arise, making it a pivotal tool for property owners and renters alike.

How to Fill Out the Facilities Rental Agreement Template

When figuring out how to fill out this rental form, understanding each section's content is crucial. Follow these simple steps:

1. After opening the form, you can find the ‘Event Date’ section. In this field, input the exact date of your event.
2. Next, fill out the 'Hours of Rental' section. Enter the time your rental will start in the 'From' field, and when it will end in the 'To' field.
3. Do the same for the ‘Hours of Event’ section. Input when the actual event will start and finish.
4. Choose the room you want to rent under the 'Room Requested' section. Specify whether you want to rent the ‘Garry Oak’ or the ‘Eagle’s Nest’.
5. In the 'Renter' section, enter your name, address, work phone, home phone, and email address. 
6. If there's an event coordinator, fill out their details in the specified 'Event Coordinator' space.
7. Describe the event under 'Event Description' and enter the number of your expected attendees. You will also need to specify whether the event is public or private.
8. Fill out the information about the security measures required for your event in the 'Security' section.
9. In the 'Event Activities' section, describe what attendees will be doing during the event.
10. Tick ‘yes’ or ‘no’ under the 'Alcohol' section depending on whether alcohol will be served or not.
11. Under 'Amenities', mark all amenities you need for the event.
12. Review the 'Rental Fees and Deposits' section to understand the fees that apply.
13. Under the 'Cancellation Policy' and the 'Indemnification' sections, read through and understand the policies thoroughly.
14. Once you have reviewed and agreed to all sections, sign in the field under 'Renter Signature', add the date, then submit.
15. The last part is meant to be filled by the property owner or manager. They will enter their title, sign, and date to complete the agreement.

Specifics of use rental agreement for church facilities 

A facilities rental agreement form should be used whenever a property, such as a venue, hall, or meeting space, is being rented out for a certain period. This agreement applies to both one-time events and recurring usage. For instance, you should use such a form if you rent a venue for a wedding, lease a meeting space for weekly meetings, or allow a community group to use a church facility regularly.

It is crucial to get this agreement in place before the renter begins using the property. This is to ensure that all terms and conditions are understood and agreed upon by both parties. By doing so, the property owner and the renter can avoid future misunderstandings or disputes in terms of payment, damages, or inappropriate use of the facility.