To speed up the process of generating a signing and to reduce any possible confusion, you and your events coordinator must develop an event space booking policy.
This policy will clearly lay out all of the terms and conditions for renting your space for any event.
For anyone to rent your space, they will have to agree and adhere to all of the conditions set out in the booking policy. Booking policies may vary from event to event but there are some general policies that will be consistent across all bookings.
Your event space booking policy may include:
- Check-in and check-out time
- Clean up rules
- Cancellation procedures
- Vendor requirements
- Catering requirements
- Internal employee requirement
- Quiet time
- Ticket sales percentage
- Merchandise sales percentage
- Alcohol permit requirements
- Delivery instructions
- General health and safety
- Maximum capacity
- Legal disclaimers
- Insurance requirements
As part of any contract that you put forward for renting your event space, make sure your policy is clearly stated and agreed upon by both parties.
Of course, some parts of your booking policy may be negotiable. Often event planners will ask that you waive your vendor and catering requirements if they have their own preferable vendor.
The problem with this is you don’t want to risk the reputation of your facility by going with an unknown vendor who does not know the layout, limitations, and requirements of your facility.
Be very careful and do some due diligence to make sure any unknown vendors can be trusted. You may also charge a fee for not using your preferred vendor.
Common types of preferred vendors:
- DJs and entertainment
- Sound, lighting, and audiovisuals
Requiring event space renters to stick to your preferred vendors is the best strategy for ensuring that your events will go as smoothly as possible. Plus, if you require that your kitchen staff be hired for catering and alcohol, you can generate incremental revenue.
Once both parties agree on the policy, price, and contract, you should have a signing! Congratulations!