Events request template

Venue hire agreement signing request template

A venue hire agreement sets out the terms for hiring a space for an event, including dates, fees, deposit, access and conditions of use.

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What is a venue hire agreement?

A venue hire agreement is the contract between a venue owner or manager and the person or organisation hiring the space. It records the booking dates and times, the hire fee and deposit, what is included, and the rules the hirer must follow while using the venue.

Getting this in writing and signed matters because venue bookings often involve a deposit, bond, cancellation terms and liability for damage. A clear signed agreement reduces disputes about what was booked, who is responsible for cleaning or damage, and what happens if the event is cancelled or runs over time.

When to use a venue hire agreement

Hiring a hall, studio or function room for a one-off event
Booking a venue for a wedding, party or community gathering
Confirming a recurring or seasonal venue booking
Documenting deposit, bond and cancellation terms before access

What to include in a venue hire agreement

Booking details: the venue, the dates, times and access or pack-down windows.
Hire fee and deposit: the total cost, deposit amount and payment schedule.
Bond and damage: any security bond and who is liable for damage or cleaning.
Conditions of use: capacity limits, noise, alcohol, and prohibited activities.
Cancellation and refunds: notice periods and what is refundable if cancelled.

Pros and cons of sending a venue hire agreement as a signing request

Pros

Both the hirer and venue manager sign the same private link with a clear record
Tracking shows whether the hirer has opened and signed before the event
Reminders help lock in the signed agreement ahead of the booking date
The completion receipt confirms the agreed terms and date for your records

Cons and things to watch

Signing confirms terms but does not collect the deposit or bond for you
Insurance and public liability cover usually sit outside the signed form
Last-minute changes need a fresh request rather than edits to a sent file
A signing tool does not replace advice on liability or contract terms

How to send a venue hire agreement with Cosign

Upload your venue hire agreement and preview it to confirm the dates, fees and conditions are correct.
Add the hirer and, if needed, the venue manager as signers with their names and emails.
Set a 14-day expiry and add a password if the agreement includes sensitive or financial details.
Send the request, track opens and signatures, and keep the completion receipt before the event.

Venue hire agreement request details

Email subject

Venue hire agreement signing request

Default message

Please review and sign this venue hire agreement if the booking details are correct.

Signer setup

Hirer or venue manager

Suggested expiry

14 days

Button label

Sign venue hire agreement

Best fit

Events teams

Venue hire agreement FAQs

Is an electronically signed venue hire agreement legally valid in Australia?

Electronic signatures are generally recognised under Australian electronic transactions laws where the parties consent and are reliably identified. A venue hire agreement signed this way is usually treated like a paper one. This is general information, not legal advice.

Can I keep the venue hire agreement private?

Yes. Cosign delivers the agreement through a private link and does not publish it or allow search engines to index it. Only people with the link can open it.

Does Cosign collect the deposit or bond?

No. Cosign handles signing and tracking only. You collect any deposit or bond through your own payment process and can reference it in the agreement.

What if the hirer wants to change the booking after signing?

You would update the document and send a new signing request. The original completion receipt remains as a record of what was first agreed.

How do I know the hirer has actually read and signed it?

Cosign shows status updates for opens, previews and signatures, and issues a completion receipt once the agreement is signed.