The Facility Event Space Rental Agreement serves as a crucial legal instrument for managing temporary space rentals in New Zealand. This document is essential when any party wishes to rent out a facility or event space for purposes such as corporate events, weddings, conferences, exhibitions, or other gatherings. It comprehensively addresses all aspects of the rental arrangement, including space usage, financial terms, liability allocation, and compliance with New Zealand regulations. The agreement protects both the facility owner's interests and the renter's rights while ensuring adherence to relevant legislation such as the Property Law Act 2007, Health and Safety at Work Act 2015, and Consumer Guarantees Act 1993. This document is particularly important in today's dynamic event management landscape, where clear documentation of terms and responsibilities is essential for risk management and successful event execution.
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1. Parties: Identifies and provides full details of the facility owner/operator and the renter
2. Background: Brief context about the facility and the purpose of the agreement
3. Definitions: Defines key terms used throughout the agreement
4. Facility Details: Specific description of the space being rented, including location and included amenities
5. Rental Period: Specifies the date(s), times, and duration of the rental
6. Rental Fee and Payment Terms: Details the rental cost, deposit requirements, payment schedule, and payment methods
7. Security Deposit: Terms regarding the security deposit amount, conditions for return, and potential deductions
8. Use of Facility: Permitted uses of the space and any restrictions
9. Client Responsibilities: Obligations of the renter regarding facility use, cleaning, and conduct
10. Facility Owner Responsibilities: Obligations of the facility owner regarding space preparation and maintenance
11. Insurance and Liability: Insurance requirements and allocation of liability between parties
12. Cancellation and Refunds: Terms for cancellation by either party and associated refund policies
13. Health and Safety: Compliance requirements with health and safety regulations
14. General Terms: Standard contract clauses including governing law, notices, and dispute resolution
15. Execution: Signature blocks and execution details
1. Alcohol Service: Include when alcohol will be served at events, detailing licensing requirements and responsibilities
2. Catering Services: Include when the facility offers or requires specific catering arrangements
3. Audio-Visual Equipment: Include when the facility provides AV equipment for use
4. Security Services: Include when security personnel are required or provided
5. Parking Arrangements: Include when specific parking facilities or arrangements are part of the rental
6. Noise Control: Include for facilities in residential areas or with specific noise restrictions
7. Decoration Policy: Include when specific rules about decorations and facility modifications are needed
8. Force Majeure: Include for longer-term bookings or when specifically requested
9. Sustainability Requirements: Include when the facility has specific environmental or waste management policies
1. Schedule 1: Facility Floor Plan: Detailed layout of the rented space and emergency exits
2. Schedule 2: Equipment Inventory: List of included equipment and furnishings with condition notes
3. Schedule 3: Fee Schedule: Detailed breakdown of all fees, including optional services and equipment rental
4. Schedule 4: Cleaning Checklist: Required cleaning and restoration tasks for end of rental
5. Schedule 5: Health and Safety Procedures: Specific safety protocols and emergency procedures
6. Appendix A: House Rules: Detailed facility rules and regulations
7. Appendix B: Insurance Requirements: Specific insurance coverage requirements and minimum limits
8. Appendix C: Approved Suppliers List: List of pre-approved vendors for catering, decoration, etc.
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