Venue Hire Agreement Template (Malta)

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 Malta, where selling alcohol requires a licence issued by the Malta Tourism Authority, with a separate temporary licence route for one-off events at premises that aren't already licensed. This template fixes both defects: a licensing-aware alcohol clause and one consistently defined security deposit.

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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:

Alcohol at an event needs an MTA licence — standard or temporary

In Malta, liquor licences for businesses that sell or serve alcohol are issued by the Malta Tourism Authority, generally renewed every 12 months for an ongoing venue. For a one-off event at a venue without a standing licence, a temporary event alcohol licence is the usual route, valid only for the approved duration. This template requires stating who is responsible for confirming which of these covers the event, 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 the Malta Tourism Authority licence (standing or temporary) covering 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.

Maltese compliance checklist

Confirm the current licensing position with the Malta Tourism Authority before the event.

Confirm the applicable MTA alcohol licence
Liquor licences in Malta are issued by the Malta Tourism Authority; a standing venue licence is generally renewed every 12 months, while a temporary event alcohol licence covers a one-off event at premises without an existing licence.
Malta Tourism Authority — licensing
Check any additional event permits
Outdoor seating, live entertainment or extended-hours permits can each be required in addition to the alcohol licence, depending on the venue and event.
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 the MTA licence.
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 an MTA licence and is providing bar service. Either way, the licence must cover the specific event.

Do I need a special permit for a one-off event?

Usually yes, if the venue doesn't already hold a standing MTA alcohol licence — a temporary event alcohol licence is the usual route.

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.

Who issues alcohol licences in Malta?

The Malta Tourism Authority — confirm whether a standing licence or a temporary event alcohol licence applies to your specific event.

Related templates

Bartending Contract Template (Malta)

Disclaimer

This template and guide are for general information only and do not constitute legal advice. Confirm the current alcohol-licensing requirements with the Malta Tourism Authority before finalising this agreement.