Venue Hire Agreement Template (Gibraltar)

Updated on 13 August 2026

A venue hire agreement (also called an event venue rental agreement or hall hire contract) sets out the terms on which a venue owner lets a room or hall to a hirer for a wedding, party or other one-off event: the date, the space, the fees, and who is responsible for what before, during and after the event.

The widely circulated US free version of this document asks whether alcohol will be served and then never mentions alcohol again, and forfeits a security deposit the document never actually creates. Neither engages with how alcohol is actually licensed in Gibraltar, where selling wines, spirits or malt liquors by retail requires a licence under the Licensing and Fees Act and the premises must first be certified fit for the purpose. This template fixes both defects: a licensing-aware alcohol clause and one consistently defined security deposit.

1 of 20 blanks filled

Tap any highlighted blank in the document below and type straight into it.Free — no sign-up, no watermark

Venue Hire Agreement

This Venue Hire Agreement is made on between of (the "Owner") and of (the "Hirer").

1. Event Details

Event date:
Type of event:
Space reserved:
Set-up start time:
Event end time:

2. Capacity

The venue's certified capacity is persons. The Hirer's expected guest count of shall not exceed this limit at any time during the event, regardless of any other term of this Agreement.

3. Fees and Security Deposit

Venue hire rate:
Security deposit:
Balance due:: , due by
Overage fee:: per hour past the event end time

The security deposit is one amount, held for the duration of the event and returned after the event subject to deductions for overage fees, cleaning or repair costs, and any cancellation charge under this Agreement. No other, separate deposit is created by this Agreement.

OptionalAlcohol will be served at the event

4. Insurance

The Hirer shall carry event or public liability insurance covering the event.

OptionalVenue requires evidence of insurance

The Hirer shall provide the Owner with evidence of insurance from (policy number ) before the event date.

5. Cleaning and Repair

The Hirer is responsible for the reasonable cost of cleaning or repairing the venue, grounds or equipment beyond normal wear from ordinary use, deducted from the security deposit above.

6. Cancellation

Cancellation more than 30 days before the event date: the security deposit is refunded in full, less any non-refundable third-party costs already incurred on the Hirer's behalf.
Cancellation 8 to 30 days before the event date: 50% of the security deposit is refunded.
Cancellation within 7 days of the event date: the security deposit is not refunded.

7. General

This Agreement is governed by the law of , constitutes the entire agreement between the parties, and may be amended only in writing signed by both parties. If any provision is held unenforceable, the remaining provisions remain in effect.

The Owner

Date:

The Hirer

Date:

Selling alcohol at an event requires a licence and a certified premises

Under the Licensing and Fees Act, no licence to sell wines, spirits or malt liquors by retail may be granted until the premises has a certificate of fitness, and every licence issued specifies the particular house or premises it covers. A venue that isn't already licensed for alcohol sale generally can't simply add drinks to a one-off event without the licensing authority's involvement. This template requires stating who is responsible for confirming the venue's licensing position, rather than asking the alcohol question and doing nothing with the answer.

One security deposit, defined once, that behaves consistently

The widely circulated free version has a non-refundable reservation deposit in one clause and then forfeits a "security deposit" that clause never created. This template defines a single security deposit up front, states plainly what it is and isn't refundable against, and ties every later reference — overtime, damage, cancellation — back to that same deposit.

State the capacity limit and who carries event insurance

A venue-hire contract that asks for a guest count and never checks it against the space's certified capacity is missing the single most safety-critical term in the document. This template requires stating the venue's capacity limit and makes the hirer carry event or public liability insurance, rather than leaving liability unaddressed entirely.

Clause-by-clause guide

Parties and event details: Owner and hirer, the event date, type of event, and the space being reserved.
Capacity limit: States the venue's certified capacity and requires the guest count to stay within it.
Fees and security deposit: A single, consistently defined security deposit alongside the venue rate and balance due, with one clear due date.
Alcohol service: An optional clause allocating who is responsible for confirming the venue's licence under the Licensing and Fees Act covers the sale of alcohol at the event.
Insurance: Requires the hirer to carry event or public liability insurance and, where the venue requires it, produce evidence of cover.
Overage and cleaning/repair fees: Fees for running past the reserved time and for cleaning or repair beyond normal wear, charged against the one defined security deposit.
Cancellation: A single, non-contradictory refund schedule tied to how far in advance the event is cancelled.
Governing law and signatures: The law governing the agreement, and the owner's and hirer's signatures.

Gibraltar compliance checklist

Alcohol licensing and event permissions in Gibraltar are locally administered — confirm the current position with the licensing authority before the event.

Confirm the venue's licence covers the event
Under the Licensing and Fees Act, a licence to sell wines, spirits or malt liquors by retail specifies the particular premises it covers, and no such licence may be granted until the premises has a certificate of fitness — check the venue's existing licence actually covers the intended sale before the event.
Government of Gibraltar — Licensing and Fees Act
Check under-age supply rules if minors may attend
Gibraltar's licensing rules restrict supply of alcohol to minors, including conditional rules for lower-strength beer, wine or cider supplied to 16 and 17 year-olds for on-premises consumption — confirm the current position before the event if younger guests will attend.
Require evidence of insurance
Many venues require the hirer to provide evidence of public liability insurance before the event date.

How to complete the agreement

Enter the parties and event details. Add the owner's and hirer's details, the event date and type, and the space being reserved.
Set the capacity limit and guest count. Enter the venue's certified capacity and confirm the expected guest count stays within it.
Enter the rate, deposit and payment schedule. Fill in the venue hire rate, the security deposit, the balance due, and when full payment is required.
Decide on alcohol service. Switch on the alcohol-service clause if drinks will be served, and state who is responsible for confirming the licensing position.
Add insurance and sign. Enter the hirer's insurance details, agree the cancellation schedule, and sign.

Frequently asked questions

Who is responsible for alcohol served at the event?

Whoever the alcohol-service clause names — typically the hirer, unless the venue itself holds the relevant licence and is providing the bar service. Either way, the sale must be covered by a licence issued for that specific premises under the Licensing and Fees Act.

Can any venue just add a bar for a one-off event?

Not automatically — a licence to sell alcohol specifies the particular premises it covers and requires a certificate of fitness first. Confirm the venue's existing licensing position before assuming alcohol can be added to the event.

Is the security deposit the same as the reservation deposit?

In this template, yes — there is one security deposit, defined once, and every later charge (overtime, cleaning, damage) is deducted from that same amount rather than from a second, undefined deposit.

What happens if the guest count exceeds the venue's capacity limit?

It shouldn't be allowed to — the capacity limit reflects the venue's certified safe capacity, not a contract negotiating point. If your expected guest count is close to or over the stated limit, you need a larger venue, not a waiver.

Does the venue's own insurance cover my event?

Usually not fully — a venue's policy typically covers the building and its own operations, not the hirer's event activities or guests. That's why this template requires the hirer to carry separate event or public liability insurance.

What if the event runs longer than the reserved time?

The overage clause sets a fee for time beyond the reserved end time; repeated or excessive overage can also be charged against the security deposit if the agreement says so.

Can under-18s attend if alcohol is served?

Gibraltar's rules on supplying alcohol to minors are specific and conditional — confirm the current position with the licensing authority if guests under 18 will be present.

Related templates

Bartending Contract Template (Gibraltar)

Disclaimer

This template and guide are for general information only and do not constitute legal advice. Alcohol licensing in Gibraltar is administered locally under the Licensing and Fees Act. Confirm the specific requirements that apply to your venue and event before finalising this agreement.