Drafting contracts for short-term venue hire: what you need to consider

Renting out a house, estate or venue for a photoshoot, filming project or retreat might seem straightforward, but without a solid contract in place, things can get complicated fast. Whether you are the property owner or the person hiring the space, having a well-drafted agreement ensures everyone knows their rights, responsibilities and liabilities.

So, what should you include in a short-term venue hire contract? Here are the key considerations from our experienced and trusted legal partners Jamieson Law.

 

 

Defining the scope of use

One of the first things to outline is what the venue will be used for. A contract for a corporate retreat will likely have very different terms from a high-budget film production or a fashion shoot. You need to clearly state:

•        The exact purpose of the hire
•         Whether any activities are restricted or prohibited
•         The permitted hours of use
•         Which areas of the property are included and which are off-limits

For example, a property owner may allow access to a house but not the surrounding gardens, or a workshop might be permitted in a barn but not in the main residence. Getting this in writing prevents any misunderstandings.

Payment terms and deposits

How and when payment is made is one of the most important aspects of any hire contract. You should clearly set out:

•          The total cost and what it covers
•         Whether a deposit is required and if it is refundable
•          The final payment deadline
•         Cancellation terms and any refund policies

Some agreements also include a late payment clause, setting out interest charges if payments are overdue.

 

 

Damage, insurance and liability

Short term hires come with risks, and it is essential to establish who’s responsible if something goes wrong. Key considerations include:

•          Damage: will the hirer be required to cover any damage beyond reasonable wear and tear?
•         Insurance: does the hirer need to provide proof of public liability insurance? Does the owner need to inform their insurer of the event?
•         Liability: what happens if someone is injured on-site? Who is responsible for third-party claims?

It’s common for property owners to request a damage deposit, which is refunded after the hire period if no issues arise. For large scale events, requiring the hirer to take out insurance can be a sensible precaution - and public liability insurance is something that Fablefaine insist upon at the point of booking.

Cancellation and force majeure

Cancellations happen, and without clear terms in place, they can lead to disputes. Your contract should state:

•         How much notice is required for cancellation
•          What refunds, if any, are due based on the notice period given
•          What happens if circumstances beyond control (such as extreme weather or government restrictions) prevent the hire from going ahead

Force majeure clauses can protect both parties in the event of unexpected disruptions, ensuring neither is unfairly penalised for circumstances beyond their control.

Filming and photography rights

For photoshoots and filming, intellectual property rights need to be addressed. The contract should clarify:

•         Whether the property owner has any say in how images or footage are used
•         If they require credit or approval before publication
•         If any restrictions apply to branding, signage or property modifications

Some owners, particularly of historic or private residences, may not want their property identifiable in final productions. Others may insist on being named in the credits. These details should be agreed in advance.

Length of hire and overrun fees

• Time is money, and if a hire runs over, costs can spiral. To prevent disputes, include:
•         The exact start and finish times.  It’s important to factor in set up and break down time as these are often overlooked.  The hire period must allow sufficient time for these activities to take place either side of the event
•         Any penalties or additional fees for exceeding the agreed period
•          Whether there is any flexibility in extending the hire and at what cost

This is especially relevant for filming projects, where unforeseen delays can push schedules back significantly.

Access, parking and facilities

A good contract will cover all logistical details, including:

•         What time set-up and pack-down can take place (see point above)
•          How many people are allowed on-site
•          Where vehicles can park and load equipment
•          Whether facilities like toilets, kitchens or storage spaces are included

If additional services are needed, such as catering or security, it should be clear who is responsible for arranging and paying for them.

Confidentiality and exclusivity

For some hires, discretion is key. A high-profile shoot or corporate retreat may require a confidentiality clause, preventing either party from disclosing details of the booking. Similarly, exclusivity clauses can be used if a hirer wants assurance that no other events will be taking place at the same venue at the same time.

Making your contract watertight

A well-drafted contract protects both parties, reducing the risk of disputes and ensuring the hire runs smoothly. Every venue and event is different, so contracts should be tailored to suit the specific needs of the hire.

If you are renting out a property or booking a venue for a short-term hire, Fablefaine have partnered with Jamieson Law who can help ensure your contract is clear, enforceable and aligned with your needs.

Get in touch with us now to request an introduction.