> For the complete documentation index, see [llms.txt](https://www.information-architecture.world/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.information-architecture.world/wiad-organizer-guide/event-venue/finalizing-a-venue-contract.md).

# Finalizing a venue contract

Use a written agreement when you reserve a venue, pay a fee or deposit, or accept cancellation terms. Confirm every agreed term before committing to the space.

### Confirm before signing

Review the agreement with your venue contact. Record the answers to these questions in writing.

#### Access and schedule

* What is the maximum occupancy for your event setup?
* When can your team, presenters, and vendors enter and leave?
* Does this include time for walkthroughs, rehearsal, setup, and breakdown?
* Who provides access, floorplans, and an emergency contact?

#### Setup and venue services

* Who sets up and removes A/V equipment, seating, and tables?
* Who is responsible for cleaning tables, trash, and recycling?
* Does the venue require or prefer specific food, A/V, or other vendors?
* What security measures or staff does the venue require?

#### Costs and cancellation

* What is the total cost, including taxes, service charges, and required staffing?
* What deposit is required, and when are payments due?
* What happens if you cancel, reschedule, or the venue cannot host the event?
* Who is responsible for damage to the venue or its equipment?

#### Insurance and final review

* Does the venue require event insurance? If so, confirm the required coverage.
* Confirm that accessibility needs, occupancy, and access hours match your event plan.
* Keep a signed copy of the agreement and your venue contact details.