Caterers, florists, DJs and rental companies spend as much time in your building as your own staff. Yet many venues work with them on a handshake, a forwarded email and a certificate of insurance that expired last spring.
A written vendor agreement sets the rules once for every vendor who works in your space. It protects the building, clarifies money and gives you a clear way to part ways when a vendor causes problems. Most venues need the same handful of sections, set out below with sample wording.
What Should a Vendor Agreement Template Include?
A vendor agreement template for an event venue should include the parties and term, the services covered, insurance and license requirements, load-in and access rules, conduct and venue policies, any fees or commissions, cleanup and damage responsibilities, indemnification and how either side can end the agreement. It applies across all of a vendor's events at the venue, while each event's details sit in the client's own contracts. Have an attorney review your final version.
How to Use This Template
Copy each section below into your own document and fill in the bracketed details. Use one master agreement for each vendor, signed once and renewed each year, instead of new paperwork for every event. Keep event-specific details, such as arrival times and menus, in the event plan.
Many venues keep two versions. The full agreement goes to preferred vendors who work in the building often. A shorter one-page version, covering insurance, load-in, conduct and cleanup, goes to outside vendors a client brings for a single event. Both should point to the same rules and regulations document so the standards never differ.
Parties, Term and Services
- This agreement is between [Venue name] and [Vendor name] and runs from [start date] to [end date], renewing annually unless either party gives notice.
- Vendor will provide [type of services] at events held at the Venue, as booked by clients or by the Venue.
- Vendor is an independent contractor and is responsible for its own staff, equipment and taxes.
Insurance and Licenses
This is the section that protects you most, so be specific.
- Vendor will maintain general liability insurance of at least $[amount] per occurrence and name the Venue as additional insured.
- Vendors serving food or alcohol will maintain any required health permits, liquor licenses and liquor liability coverage.
- Vendor will provide current certificates and permits before the first event and whenever they renew.
- Vendor will carry workers' compensation coverage as required by law.
Ask your insurance broker what limits to require for each vendor type. Caterers and bar services usually need more coverage than a photographer.
Load-In, Access and Conduct
- Vendor may load in and out only during the times set in the event plan and through [designated entrance].
- Vendor will follow the Venue's rules and regulations, including decoration, noise and safety policies.
- Vendor staff will dress and behave professionally and will not consume alcohol while working.
- Vendor will keep exits, fire lanes and fire equipment clear at all times.
Fees and Commissions
If your preferred vendors pay a commission or listing fee, or if outside vendors pay a fee, record it here.
- Vendor will pay the Venue a commission of [percentage] percent of [sales base] for events at the Venue, within [number] days after each event.
- Vendor will provide a monthly statement listing each event and its sales.
- The Venue may review Vendor invoices for events at the Venue on request.
If the arrangement involves no money, say so in one sentence so there is no confusion later. If a client or planner asks whether vendors pay the venue, answer honestly. Commissions explained plainly at the start rarely cause trouble with planners, clients or vendors.
Cleanup, Liability and Termination
Cleanup, damage and indemnity
- Vendor will remove all its equipment, materials and trash by the end of the load-out period.
- Vendor is responsible for damage caused by its staff or equipment and will pay repair costs on request.
- Vendor will indemnify the Venue against claims arising from Vendor's services, staff or equipment.
Indemnity clauses have legal consequences that vary by state. Ask your attorney for balanced language that covers each party's own actions.
Termination
- Either party may end this agreement with [number] days' written notice.
- The Venue may end this agreement immediately for safety violations, lapsed insurance or serious misconduct.
- Commitments to events already booked by clients will be honored unless the Venue decides otherwise for safety reasons.
Roll It Out This Quarter
Send the agreement to every vendor who worked in your building in the past year. Collect signatures and current certificates, and set a firm rule that no vendor loads in without both on file. Keep a simple list of every vendor with their agreement date and insurance expiry, and check it before each event. Review the template with your attorney once a year.
Frequently Asked Questions
What is a vendor agreement for an event venue?
It is a written contract between a venue and a vendor that sets the rules for working at the venue, such as insurance, load-in times, conduct, fees and cleanup. It usually covers all of a vendor's events over a set term. Each event's details sit in separate plans or client contracts.
Do all vendors need to sign a venue vendor agreement?
Many venues require it for preferred vendors and ask outside vendors to sign a shorter version or acknowledge the venue's rules. At a minimum, every vendor should provide proof of insurance and agree to follow venue policies. The more often a vendor works at your venue, the more useful a full agreement becomes.
What insurance should venues require from vendors?
Most venues require general liability insurance naming the venue as additional insured, plus liquor liability for vendors serving alcohol and workers' compensation where required. The right limits depend on the vendor type and your own insurance policy. Ask your insurance broker for guidance.
Is a vendor agreement the same as a preferred vendor list?
No. A preferred vendor list is a set of recommended vendors you share with clients. A vendor agreement is the contract that sets the terms for vendors working in your building, whether or not they are on the list.
