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Facilities and Equipment Use Agreement

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TRAINER'S FACILITY USE AGREEMENT

WITNESS THIS AGREEMENT this day of by and

between hereinafter referred to as "Stable," and

hereinafter referred to as "Trainer."

WHEREAS, Stable is the Owner and operator of a certain commercial stable located in

Alaska,

AND, WHEREAS, Trainer desires to train horses and/or give riding lessons to the public,

IT IS NOW, THEREFORE, AGREED between Stable and Trainer that Trainer shall be entitled to the use of Stable's facilities at the location as above-described for a total of percent from all revenues derived from Trainer's endeavors on Stable's property.

IT IS UNDERSTOOD AND AGREED that Trainer shall be construed and considered as an Independent Contractor for all purposes arising under this Agreement and the use of the

facilities as above-described.

Trainer agrees to provide a Certificate of Insurance insuring against losses arising from Trainer's activities on Stable's property in an amount acceptable to Stable.

Trainer shall be responsible for the payment of any and all gross receipts taxes, income taxes, or other liabilities incurred as a result of Trainer's activities on Stable's property. TRAINER FURTHER AGREES TO OBTAIN EXECUTED RELEASES FROM ANY AND ALL CLIENTS OF TRAINER WHO MAY USE, OCCUPY, OR OTHERWISE OBTAIN SERVICES FROM TRAINER UPON STABLE'S PREMISES, A COPY OF WHICH IS ATTACHED HERETO AS "EXHIBIT A." (Attach sample release) TRAINER FURTHER AGREES TO HOLD STABLE HARMLESS FROM ANY AND ALL CLAIMS, DEMANDS, JUDGMENTS, ORDERS, OR LIABILITY WHATSOEVER ARISING AS A PROXIMATE RESULT OF ANY ACTIVITY OF TRAINER ON PREMISES OF STABLE.

Inherent Risks and Assumption of Risk. The undersigned acknowledges there are inherent risks associated with equine activities such as described below, and hereby expressly assumes all risks associated with participating in such activities. The inherent risks include, but are not limited to the propensity of equines to behave in ways such as, running, bucking, biting, kicking, shying, stumbling, rearing, falling or stepping on, that may result in an injury, harm or death to persons on or around them; the unpredictability of equine's reaction to such things as sounds, sudden movement and unfamiliar objects, persons or other animals; certain hazards such as surface and subsurface conditions; collisions with other animals; the limited availability of emergency medical care; and the potential of a participant to act in a negligent manner that may contribute to injury to the participant or others, such as failing to maintain control over the animal or not acting within such participant's ability.

Trainer expressly releases Stable from any and all claims for personal injury or property damage, even if caused by negligence (if allowed by the laws of this State) by Stable or its representatives, agents or employees.

WARNING

You are advised that there are inherent risks, including the risk of serious injury or death, while engaging in equine activities. By engaging in equine activities and in accordance with the terms of this agreement you hereby assume all risks of injury or death.

Stable may terminate this Agreement at any time, with or without cause, upon notice to Trainer. Trainer agrees not to interfere with the tenants of Stable or conduct any activity whatsoever contrary to the best interests of Stable. Stable reserves the right to refuse access or use of any horse upon the premises that does not appear to Stable to be in good health, or is deemed dangerous or undesirable.

Trainer

Stable, or Stable's representative

By

©2017 - Cottonwood Equestrian Publications

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What a Facilities and Equipment Use Agreement Covers

A Facilities and Equipment Use Agreement is a written contract that sets terms for temporary access, use, and return of physical spaces and equipment between an owner or lessor and a user. It specifies permitted uses, operating hours, reservation procedures, fees or deposits, maintenance and repair responsibilities, insurance and indemnity, safety rules, damage liability, equipment condition and testing, termination rights, and any required approvals. The agreement also establishes documentation and signature requirements to create enforceable obligations and to assign financial and operational responsibility during the use period.

Why this Agreement Matters and Its Legal Basis

Use a Facilities and Equipment Use Agreement to reduce disputes, allocate risk, and record financial and operational obligations. Electronically executed agreements are enforceable under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted, provided intent, consent, attribution, and retention requirements are met.

Why this Agreement Matters and Its Legal Basis

Typical Parties and Organizations That Use This Agreement

Organizations often use these agreements to formalize short-term facility or equipment access and to manage liability and scheduling.

  • Property managers arranging event or shared-space rentals within a building, including rules for use and damages.
  • Facility operations teams allowing external vendors or community groups to use rooms, labs, or specialized equipment.
  • Contractors or trades renting heavy equipment or staging areas for a defined project period.

The document fits public and private entities — campuses, municipalities, corporate facilities, service providers — and should be tailored to each party's insurance and regulatory needs.

Core Elements to Include in a Professional Agreement

A robust Facilities and Equipment Use Agreement clearly defines scope, responsibilities, financial terms, safety and insurance obligations, scheduling and access, and procedures for damage, termination, and dispute resolution.

Scope

Define the exact facility areas and specific equipment covered, including serial numbers or room identifiers where applicable and any limits on use.

Permitted Use

List allowed activities, hours of operation, capacities, staffing requirements, and any prohibited uses to avoid ambiguity and operational conflicts.

Payment and Deposits

Specify fees, security deposit amounts, payment schedules, refundable conditions, and consequences for late or missing payments.

Insurance & Indemnity

State minimum insurance coverages, certificate requirements, named additional insureds, and indemnification obligations for loss and third-party claims.

Maintenance

Assign routine care vs. repair responsibilities, reporting procedures for damage, and acceptable condition for return of equipment or space.

Termination

Describe notice periods, cure rights, immediate termination for safety violations, and procedures for property recovery and fee reconciliation.

Essential Information to Gather and Record

Party Names: Full legal entity names
Effective Date: MM/DD/YYYY format
Facility/Asset ID: Room or serial number
Usage Window: Start and end dates
Insurance Details: Carrier and policy number
Contact Info: Phone and email

Step-by-Step: Completing the Agreement

Follow a simple completion flow to minimize omissions and ensure legal validity before final signatures.

  • 01
    1. Identify Parties: Enter full legal names and contacts.
  • 02
    2. Define Scope: List facilities and equipment precisely.
  • 03
    3. Set Terms: Add fees, insurance, and schedules.
  • 04
    4. Sign and Record: Obtain signatures and store copies.

Configuring an Online Signature Workflow

Map the digital workflow to the agreement steps: document upload, field placement, signer sequence, authentication, and final distribution.

Field Configuration
Signature Placement Drag signature, initials, and date fields to final spots
Signer Authentication Email link with optional SMS code
Signing Order Sequential or parallel signing settings
Completion Receipt Automated PDF + audit trail delivery

Digital Signing and Submission Considerations

When eSigning, verify the platform supports secure signing, audit trails, and the authentication level your organization requires.

  • Authentication: Email, SMS, or advanced methods
  • Audit Trail: Timestamp, IP, action log
  • File Formats: PDF and DOCX supported

Choose a solution that meets legal standards (ESIGN/UETA) and any industry compliance obligations such as HIPAA BAAs for healthcare or 21 CFR Part 11 for regulated environments.

Typical Routing and Submission Flow

A clear routing flow reduces processing delays and ensures each party receives required documents and copies.

  • Upload Document: Sender uploads and prepares the agreement
  • Assign Fields: Place signature and date fields for each party
  • Send to Signers: Email or link sent to designated signers
  • Distribute Copies: Signed PDF and certificate delivered automatically

Key Deadlines and Timing Expectations

Establish and communicate deadlines for reservations, deposits, cancellations, and equipment returns to limit scheduling conflicts and financial exposure.

Reservation Deadline:

Submit requests at least 14 days before desired date

Deposit Due Date:

Pay deposit within 7 days of booking confirmation

Cancellation Notice:

Provide written notice 48–72 hours before event per policy

Equipment Return:

Return equipment by the agreed end date and time

Damage Reporting:

Report incidents within 24 hours of discovery

Common Mistakes to Avoid

  • Using informal communications instead of an executed agreement, which leaves key terms undefined and unenforceable.
  • Failing to verify insurance certificates or additional insured endorsements before permitting high-risk activities on site.
  • Not recording equipment serial numbers or condition at handover, complicating post-use damage claims.
  • Permitting verbal modifications without written amendments, creating disputes over fees, schedules, and responsibilities.

Principal Legal and Financial Risks

Property Damage: Replacement and repair costs
Third-Party Claims: Liability for injuries
Insurance Gaps: Policy denial for noncompliance
Contract Breach: Termination and damages
Tax Reporting: Reporting obligations may apply
Operational Delays: Lost revenue and rescheduling

Real-World Examples of Digital Execution

Organizations use electronic workflows to speed approvals and maintain compliance while managing multiple users and locations.

Martin Properties (Case)

Martin Properties shifted to online agreements to manage bookings across properties.

  • The team reduced turnaround time and improved tracking.
  • "I can process and execute all of these documents online with 100% compliance and built-in security," said Tim Martin, founder, describing faster execution and mobile capability.

Fertility Centers (Case)

A healthcare provider centralized form signatures for equipment and clinic space.

  • They added HIPAA controls and audit trails.
  • John Butler, founder, noted the team's satisfaction with secure APIs and responsive support in scaling digital signing workflows.

eSignature Vendor Comparison for Agreement Execution

Compare baseline pricing and essential compliance features for executing Facilities and Equipment Use Agreements digitally. signNow is listed first per vendor comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common legal and operational questions when preparing or executing Facilities and Equipment Use Agreements electronically.


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