Facility use agreements
Facility use agreements, signed before the keys are.
Somebody wants the room on the fourteenth. They need the agreement, the insurance acknowledgment and the rules, and the person who handles that is a volunteer.
What this document is
The agreement that lets somebody else use your building, field or room, on terms, for a date — with the cleaning, the alcohol, the insurance and the damage all settled in advance.
Also called: hall rental agreement · venue agreement · room hire form · field use agreement · space rental contract
Where it goes wrong
Not a feature list. These are the three moments this exists for.
The agreement that arrives after the deposit
Money first, terms later, because the terms live in a document somebody has to find and attach. By then the booking feels settled and asking for a signature feels like backtracking.
Insurance, which nobody chases until it matters
The agreement says they will carry cover. Whether anybody asked for proof is a different question, and the answer is usually no.
Damage, and the conversation afterwards
Without a signed record of the condition, the rules and who was responsible, the discussion about the broken thing is a negotiation rather than a matter of fact.
What happens instead
The agreement goes out with the hold
Date, room, fee and hours already in it. Signed before the booking is confirmed rather than chased after it is.
Rules and acknowledgments in the same link
Alcohol, decorations, cleaning, noise and keys as their own acknowledgments behind one link, so the person signs a set and you get a set back.
A list of what is outstanding, by date
Which bookings are short of which document, in date order, so the fourteenth is dealt with before the thirteenth.
We do not track certificates of insurance
A COI is a document from somebody else's insurer with an expiry and a renewal cycle, and doing that properly is a product in itself. The agreement records the promise to carry cover and to produce proof; collecting and diarising the certificate is still yours. We would rather say that than half-build it.
Who sends this one
The same document, sent by businesses that have nothing else in common.
Questions
Can different kinds of booking get different agreements?
Yes. A wedding, a weekly class and a one-off meeting need different terms, and the set is chosen from what you already know about the booking rather than assembled by hand.
Does the person booking have to have an account?
No. They get a link, they sign on whatever they are holding, and the record lands in your account.
Can a volunteer administrator send these?
Yes, with permissions set so they can send and see what is outstanding without reaching billing or the rest of the account.
Ready when the next guest is.
Free for the first 25 agreements a month. No card to start.