Free Hotel Rental Contract Template
This Hotel Rental Contract ("Contract") is entered into as of [Month Day, Year] (the "Effective Date"), by and between [Your Company Name], a duly organized and validly existing business under the laws of [State/Country], with its principal place of business located at [Your Company Address] ("Hotel Owner"), and [Your Client Name], with an address at [Your Client Address] ("Guest"). The Contract establishes a legally binding agreement between the Hotel Owner and the Guest, governing the rental of hotel facilities as detailed herein.
WHEREAS, the Hotel Owner operates and manages hotel facilities suitable for various events and accommodations; and
WHEREAS, the Guest desires to rent such facilities for the purpose specified in this Contract and the Hotel Owner agrees to rent the same under the terms set forth below;
NOW, THEREFORE, in consideration of the mutual covenants and promises herein contained, the parties agree as follows:
1. Terms of Rental
A. Facility Description and Schedule: The Hotel Owner hereby agrees to rent to the Guest the facilities described in the attached Schedule A, which details the specific areas of the hotel being rented, including any relevant room numbers, event spaces, and common areas. This schedule forms an integral part of the Contract and is subject to the terms outlined herein. The facilities are provided as-is without warranty to their condition, except as explicitly noted in Schedule A.
B. Rental Period: The rental period will commence at 12:00 PM on [Start Date] and shall terminate at 11:00 AM on [End Date]. The Hotel Owner may agree to an extension of this period provided that such extension is requested in writing by the Guest at least [Number of Days] days prior to the scheduled end date and subject to availability and additional charges. This Contract may also be terminated earlier by either party in accordance with the termination provisions outlined in Section 8 of this Contract.
2. Payment Terms
A. Rental Fee: The total fee for the rental of the designated hotel facilities is set at [Total Rental Fee]. This fee covers the use of the facilities and basic utilities and services (e.g., electricity, water, heating, air conditioning), as detailed in Schedule A.
B. Payment Obligations:
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Initial Deposit: A deposit of [Deposit Amount] is required to secure the reservation. This deposit must be paid by the Guest on or before [Deposit Due Date] and is non-refundable except as provided in the cancellation policy under Section 6.
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Balance Payment: The remaining balance of [Remaining Balance Amount] is due on or before [Final Payment Due Date]. Payment must be made via acceptable forms of payment, e.g., bank transfer, credit card, etc., as detailed in the payment instructions attached as Schedule B.
C. Late Payment Consequences: If the Guest fails to make timely payments, interest shall accrue on the overdue amount at an annual rate of [Interest Rate], calculated daily from the due date until fully paid. Additionally, non-payment by the final due date may result in cancellation of the reservation without refund of the deposit, as further described in the cancellation policy.
3. Specific Use of Premises
A. Permitted Use: The rented premises are designated solely for the use of hosting a wedding reception, as explicitly agreed upon in this Contract. The Guest is expected to adhere to this designated purpose without deviation, unless a change in use is approved in writing by the Hotel Owner prior to the event. Approval for any change is contingent upon the new use being compatible with hotel policies and local regulations. Unauthorized use of the premises may not only result in the immediate termination of this Contract but also subject the Guest to potential legal action for breach of contract.
B. Prohibited Activities: The Guest is prohibited from engaging in any unlawful activities on the hotel premises. This includes, but is not limited to, activities such as gambling, the conduct of unauthorized public events, or any activities involving the use of hazardous substances. The Guest must ensure that all activities conducted are in strict compliance with local, state, and federal laws. Necessary permits and licenses must be obtained and maintained throughout the rental period. Failure to adhere to these legal stipulations may lead to immediate termination of the rental contract, legal penalties, and potential damage claims against the Guest.
4. Hotel Policies
A. Compliance with Hotel Policies: The Guest is obligated to strictly follow all operational policies of the hotel, as detailed in the Hotel Policy Handbook, annexed as Schedule C. These policies are broad and encompass noise control, guest conduct, use of common areas, and parking. Adherence to these policies is crucial to maintain the safety, comfort, and overall satisfaction of all hotel guests and staff. The Handbook provides guidelines that help ensure the hotel operations are not disrupted and that the hotel maintains its reputation for quality and service excellence.
B. Consequences of Policy Violations: Violations of hotel policies are taken very seriously and can result in a range of penalties, detailed in the Hotel Policy Handbook. These penalties may include fines, additional charges for damages, or, in extreme cases, immediate termination of the rental agreement. For severe breaches, such as those compromising the safety or security of other guests or hotel staff, the Hotel Owner retains the right to terminate the agreement immediately without a refund and to require that the Guest vacate the premises promptly. This strict enforcement helps ensure that standards are maintained, and that the hotel environment remains conducive to all patrons.
5. Liability
A. Responsibility for Damages: The Guest shall be responsible for any and all damages to the property resulting from their use of the facilities, excluding normal wear and tear associated with lawful usage. This responsibility extends to damages caused by the actions of any of the Guest’s invitees, employees, or agents present on the premises during the term of the agreement.
B. Indemnity Agreement: The Guest agrees to indemnify, defend, and hold harmless the Hotel Owner and its agents, officers, and employees from any and all claims, liabilities, damages, and costs (including, but not limited to, reasonable attorney fees) arising from the Guest’s use of the hotel facilities. This indemnification includes claims related to injuries to persons and damages to property, not limited to those incurred by the Guest and their invitees.
6. Cancellation Policy
A. Cancellation Before Deadline: Should the Guest choose to cancel the booking on or before [Cancellation Deadline Date], they will be entitled to a full refund of the initial deposit. This provision aims to provide flexibility for the Guest while allowing the Hotel Owner adequate time to rebook the facilities.
B. Cancellation After Deadline: Any cancellation made after the stipulated [Cancellation Deadline Date] will result in the forfeiture of the initial deposit as liquidated damages. This clause compensates the Hotel Owner for the potential loss of income resulting from the inability to secure another booking on such short notice.
7. Security and Safety Requirements
A. Security Measures: To ensure the safety and security of all guests and property during the wedding reception, the Hotel Owner mandates compliance with specific security protocols. This includes the provision of adequate security personnel, which may be arranged through the hotel at the Guest's expense. Additionally, the Guest must adhere to all fire safety regulations, such as maintaining clear emergency exits and complying with maximum occupancy limits. All security arrangements must be documented and submitted for approval to the Hotel Owner at least [Number of Days] days prior to the event.
B. Emergency Procedures: The Guest, along with their event coordinators and any engaged third-party vendors, is required to participate in an orientation session to familiarize themselves with the hotel’s emergency procedures. This session will cover essential information, including evacuation routes, locations of fire extinguishers and first aid kits, and detailed steps for reporting and managing emergencies. Attendance and compliance with these procedures are mandatory to ensure effective and coordinated responses to any emergencies that may arise during the event.
8. Modifications to the Premises
A. Alterations and Decorations: Should the Guest desire to alter or decorate the rented premises for their wedding reception, prior written consent from the Hotel Owner is required for all such changes. This includes any structural modifications or decorations that may affect the premises physically. The use of nails, screws, or any adhesives that could damage surfaces is strictly prohibited. All plans for decorations must be reviewed and approved by the Hotel Owner to ensure they meet safety standards and do not cause damage to the property.
B. Restoration Requirement: At the end of the rental period, the Guest is obligated to return the premises to their original state, barring normal wear and tear. This responsibility includes the removal of all personal and third-party decorations, furniture, and equipment introduced to the premises for the event. The Guest will bear the costs for any damage repair or excessive cleaning necessary to restore the premises to their pre-event condition. This ensures that the hotel facilities are maintained and returned to a state suitable for future use without undue delay or expense.
9. Governing Law
This Contract shall be governed by and interpreted in accordance with the laws of the State of [State]. This choice of law is intended to provide predictability in the legal interpretations of the terms herein, regardless of the geographical location of the parties. It is agreed that any legal actions or proceedings arising out of or related to this Contract shall be brought exclusively in the courts located in [Location, State], and both parties expressly consent to the jurisdiction of said courts. This section ensures that any disputes will be settled under [State]'s legal framework, which both parties recognize as binding and authoritative.
10. Signatures
IN WITNESS WHEREOF, the parties have executed this Hotel Rental Contract as of the day and year first above written to indicate their full and voluntary agreement to all of the terms and conditions contained herein. This document, signed by both the Hotel Owner and the Guest, serves as conclusive evidence of their consent and intent to be legally bound by this Contract. Each party should retain a copy of this signed document for their records.
Hotel Owner/Representative:
Name: [Your Name]
Position: [Your Job Title]
[Your Company Name]
Address: [Your Company Address]
Date: [Month Day, Year]
Guest:
Name: [Your Client Name]
Address: [Your Client Address]
Date: [Month Day, Year]
