Fairgrounds Rental Agreement
This agreement is between the [Fair name] (the Fair) and [Renter name or group] (the Renter), who can be reached at [Renter phone and email]. The Renter is renting [Building or area rented] for [Event name and type] on [Rental dates and hours], with about [Expected attendance] people expected.
Terms
- Fees. The Renter pays a rental fee of [Rental fee] and a damage and cleaning deposit of [Deposit amount]. The date is held only after this agreement is signed and the deposit is paid.
- Deposit return. The Fair returns the deposit within [number] days after the event, less the cost of any damage, extra cleaning, missing items or time past the rented hours. The Fair lists any deductions in writing.
- Use of the space. The Renter uses only the rented space, only for the event named above, and only during the rented hours, including setup and cleanup.
- Capacity. The Renter keeps attendance within the posted building capacity and keeps exits, aisles and fire lanes clear at all times.
- Rules. The Renter follows the Fair's posted grounds rules and the directions of Fair staff, the fire marshal and law enforcement. No open flames, fireworks, nails, staples or tape on walls unless the fair office agrees in writing.
- Food and alcohol. If food or alcohol will be served or sold, the Renter gets every permit and license needed and gives copies to [Fair office contact] before the event. Rules on this topic differ by state. Check your state's law before you use this template.
- Insurance. The Renter carries general liability insurance with the limits the Fair asks for and names the Fair as an additional insured. A certificate of insurance is due to [Fair office contact] before the event. Rules on this topic differ by state. Check your state's law before you use this template.
- Responsibility for claims. The Renter is responsible for claims caused by the Renter, its guests, vendors and equipment during the rental, and will cover the Fair's costs from those claims as far as the law allows. Rules on this topic differ by state. Check your state's law before you use this template.
- Cleanup. The Renter removes all trash, decorations and equipment by the end of the rented hours and leaves the space as it found it.
- Cancellation. If the Renter cancels at least [number] days before the event, the Fair refunds the deposit and [amount or share] of the rental fee. If the Fair must cancel because of weather, an emergency or damage to the grounds, it refunds all fees paid.
- Whole agreement. This agreement and the Fair's posted grounds rules are the full agreement. Changes must be in writing.
Before the event
- Agreement signed and deposit paid
- Rental fee paid
- Certificate of insurance received
- Food, health or liquor permits on file, if needed
- Keys, codes and walk-through time arranged
- Emergency contact for the Renter on file
After the event
- Walk-through done with the Renter
- Damage or extra cleaning noted with photos
- Keys returned
- Deposit returned or deductions sent in writing
For the Fair: [Name and title]
Date
For the Renter: [Renter name or group]
Date
A starting draft, not legal advice. Have your attorney or agency review before use.