Contracts cover money and liability. What renters actually need on the day is a short document that tells them, their guests and their vendors how the building works. When that document does not exist, staff end up explaining the same rules at every event, and the rules shift a little each time.
A rules and regulations sheet fixes that. This template gives you the sections most venues need, with sample wording you can adapt. Your detailed policies, such as decoration or load-in, stay in their own documents and this sheet summarizes them.
What Belongs in Venue Rules and Regulations?
Venue rules and regulations should cover access hours, vendor requirements, decorations, alcohol service, noise and music, smoking, safety and capacity, damage, cleanup and what happens when rules are broken. The document is a short summary renters receive with the contract and pass to their vendors and guests. Keep it to two pages so people actually read it, and refer to separate policies for the details.
How to Use This Template
Copy each section below into your own document and replace the bracketed details with your venue's terms. Delete anything that does not apply. Have your attorney confirm that the rules line up with your contract, since a conflict between the two creates confusion about which one governs.
Add a version date at the top of the page and update it whenever a rule changes. When a renter questions a rule on the day, staff can check quickly that both sides are looking at the same version.
Template Part One, Access, Vendors and Decor
This part covers who can enter the building, when, and what they can bring in with them.
Hours and access
- The rental period runs from [start time] to [end time], including setup and cleanup.
- Vendors may not arrive before the start of the rental period without written approval.
- All guests must leave by [end time], and all vendors by the end of the load-out window.
- Access is through [entrance], and loading is through [loading dock or door].
Vendors
If you require specific vendors for catering or bar, add that line here and point to your preferred vendor list.
- All vendors must be approved by the Venue at least [number] days before the event.
- Vendors must provide a certificate of insurance naming the Venue as additional insured.
- Outside vendors not on the preferred list are subject to the outside vendor fee.
- Vendors must follow these rules and the Venue's load-in and load-out policy.
Decorations
- Nothing may be attached to walls, ceilings, floors or fixtures except at approved points.
- Only flameless candles or candles fully enclosed in glass are allowed.
- Confetti, glitter and loose petals are not permitted indoors.
- All decorations must be removed by the end of the rental period.
Template Part Two, Alcohol, Noise and Safety
This part covers conduct during the event itself. Fill in times and limits from your license, your permits and local ordinances.
Alcohol
- Alcohol may be served only by the Venue's bar staff or an approved, licensed bar service.
- Guests under 21 may not be served or possess alcohol, and staff will check ID.
- Staff may refuse service to anyone who appears intoxicated.
- The bar closes at [time], before the end of the event.
Noise, music and smoking
- Amplified music must end by [time] and stay within the Venue's sound limits.
- Doors and windows stay closed while amplified music is playing.
- Smoking and vaping are allowed only in [designated area] or not at all.
Local noise ordinances and smoke-free laws set the minimum, so check your city and county rules when filling in this section.
Safety and capacity
- Guest count may not exceed [capacity] for the room and setup booked.
- Exits, fire lanes and fire equipment must remain clear at all times.
- Fog, haze, pyrotechnics and similar effects require written approval in advance.
- Guests under 18 must be supervised by an adult at all times.
Template Part Three, Damage, Cleanup and Violations
This part covers what happens after the event and when something goes wrong. It is the section renters read most closely, so keep the language plain.
- The renter is responsible for damage caused by guests and vendors.
- The renter must remove all personal items, decor and vendor equipment by the end of load-out.
- The Venue handles standard cleaning, and extra cleaning is billed at [rate].
- The Venue may end an event early for serious violations, without refund.
Spell out how violations are handled, and match the fees to the amounts in your contract's fee schedule. A fair system starts with a warning to the renter's designated contact, then a fee, and only for safety issues or repeated violations an early end to the event.
Roll It Out This Month
Draft your version of the template, check it against your contract and your detailed policies, and have your attorney review it. Then send it with every new contract and to every client with an event already booked. Ask for a signed acknowledgment so you have a record that the renter received it.
Frequently Asked Questions
What is a venue rules and regulations document?
It is a short document that sets out how renters, guests and vendors must use the venue, covering topics such as hours, vendors, decor, alcohol, noise and cleanup. It usually accompanies the rental contract. Detailed policies can sit in separate documents that the rules sheet refers to.
Should venue rules be part of the contract?
Many venues attach the rules to the contract and make them binding by reference. Others send them as a separate document with a signed acknowledgment. Ask your attorney which approach works best with your contract.
How do venues enforce their rules during an event?
Most venues work through the renter's designated contact, starting with a warning and moving to fees for violations listed in the contract. Serious safety issues may justify stopping an activity or ending the event. Clear written rules make enforcement easier and fairer.
Who is responsible when a vendor breaks venue rules?
The renter is usually responsible, since they hired the vendor and signed the contract. Many venues also ask vendors to acknowledge the rules directly. Charges for violations are generally billed to the renter.
