An event space rental invoice is used to collect a down payment or payment for use of a rented space. Whether or not the price is all-inclusive, the invoice should detail all charges related to the rental of the space.
Table of Contents
- Related Invoices
- How to Create an Event Space Rental Invoice
- Event Space Pricing
- Event Space Rental Agreement
- Event Space Rental Near Me
- What to Include in an Event Space Rental Invoice
- Event Space Rental FAQ
Event Staffing Invoice – Used to bill a renter for staffing an event with part-time employees who are already trained to work a venue/event space.
Event Planner Invoice – Used when requesting payment from a client that ordered event planning services. This is most commonly used for weddings.
The event space rental invoice is a document that is typically provided by the event space rental company to the event planner. The invoice includes the date of the event, the event space rental rate, the number of hours the event space will be rented, and the total amount due. The invoice must be signed by the event planner and returned to the event space rental company prior to the party or event.
Venue owners should always be clear and transparent when listing their space for rent. A prospective renter should never feel as though there are hidden charges or fees. An owner should calculate all of their expenses and offer the space for an all-inclusive price. Offering a single price allows the renter to compare spaces and make a choice. Most renters will choose a venue that is honest and direct in their pricing model.
There are many factors that go into pricing an event space. The two most significant factors are the maximum number of seated people and standing people the venue can accommodate. Typically, the amount of people standing is about double the amount of people that can be seated.
Other factors that go into the pricing of event space include:
- Location – An event space located in the heart of NYC will go for a lot more money than an event space located in a rural town in Oklahoma.
- Food and Beverage – Is there in-house catering providing food, meals, and drinks?
- Amenities – Are there amenities? These include a media room, business center/conference rooms, outdoor space, rooftop, overnight rooms, theater space, parking and valet parking, WiFi, and views (city or ocean).
- Size – This refers to the total square footage of the event space.
Even if an event space is rented out for one day, the owner of the space should still want to have a rental agreement in place for maximum protection. Owners need to protect themselves from being liable for personal injury occurring on their property and from damage to the property caused by patrons attending an event. If there is an agreement and damage occurs, the renter will be responsible for the costs of repairs.
The first step to finding a rental space is to determine what type of event space you need. For example, do you need a large space for a wedding reception or a smaller space for a business meeting? Once you know the type of event space you need, you can start your search.
There are a few ways to find event spaces to rent. You can search online, ask friends or family for recommendations, or contact a professional event planner. There are also booking websites available that cater to event spaces, including Splacer, Spacebase, and Peerspace. Use this Google Maps link to see a list of event space rentals in your area.
The invoice should display the rental fee, which includes the use of the space, furniture, and any other equipment that are included in the rental agreement. Any additional services that are provided by the venue, such as catering or entertainment, will be invoiced separately.
A typical event space rental invoice should include the following:
- Name of venue
- Venue logo (if applicable)
- Owner’s name and contact information (e.g. address, phone number)
- Renter’s contact details
- Invoice number
- Rental rate
- Number of hours space is being rented
- Total amount due
- Any applicable taxes
- Any additional charges
- Payment methods accepted (e.g. PayPal, check, credit card)
The invoice can be generated manually using programs such as Microsoft Word, Microsoft Excel, Google Docs, or Google Sheets, then exported as a PDF and sent to the renter. Online invoice generators can simplify and accelerate the invoicing and billing process.
Who is responsible for setting up and tearing down the event space?
Setting up and tearing down the decor and furniture for the event space is typically the responsibility of the event coordinator.
Who is responsible for cleaning the event space after the event?
The event space should be cleaned by the event staff or the cleaning crew hired by the event organizer. If the event organizer did not hire a cleaning crew, then they are responsible for cleaning the event space.