Can this form be signed electronically?

Yes. Electronic signatures that meet the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA or ESRA requirements are generally enforceable, provided intent, consent, attribution, and retention are satisfied.

When is notarization required?

Notarization is rarely required for ordinary facilities agreements, but certain transactions or institutional policies may request notarized signatures; check state or organizational rules before execution.

What insurance should be requested?

Require a Certificate of Insurance with minimum liability limits and list the facility owner as additional insured; tailor limits based on event risk and facility policy.

How should I handle minors or student events?

Include parental permission exhibits and FERPA-aware privacy measures for student involvement; obtain additional waivers or chaperone requirements as needed.

What happens if a signer’s name differs on insurance?

Mismatched names can result in claim denials; verify legal entity names on COIs and request endorsements that clearly name the insured and additional insured parties.

How long should records be kept?

Retain executed agreements for the contract term plus at least three years; follow IRS (IRC §6501(a)) and HIPAA (45 CFR §164.530(j)) retention rules where applicable.

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Facilities Use Agreement Form

Facilities Use Agreement Form

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FACILITIES USE AGREEMENT

This Facilities Use Agreement ("Agreement") is entered into as of Effective Date: by and between Facility Provider Name: with Address: and Client Name: with Address: .

RECITALS

WHEREAS, Provider owns, operates or controls certain facilities and improvements described herein (the "Facility"), and has authority to permit limited use of the Facility under the terms set forth below;

WHEREAS, Client desires to use the Facility for the purpose of conducting the Event described as: on Event Date(s): and Event Hours: to ;

WHEREAS, the parties desire to set forth the terms and conditions under which Client may use the Facility.

NOW, THEREFORE, in consideration of the mutual covenants contained herein, Provider and Client agree as follows:

1. DEFINITIONS

1.1 "Facility" means the portions of Provider's premises granted for Client's use as described: .

1.2 "Permitted Use" means the activities expressly authorized by this Agreement as described in Section 2.

2. GRANT OF USE; TERM

2.1 Subject to the terms and conditions of this Agreement, Provider grants to Client a non-exclusive, revocable license to use the Facility solely for the Permitted Use during the Event Date(s) and Hours set forth above. Any use outside those dates or hours requires prior written consent of Provider.

2.2 Term. The term of this license commences on the first Event Date and terminates upon Client's completion of cleanup and restoration obligations specified in Section 5, unless earlier terminated as provided in this Agreement.

3. PERMITTED USE AND RESTRICTIONS

3.1 Client shall use the Facility only for the Permitted Use described and shall not permit activities that are illegal, dangerous, or likely to cause damage to the Facility. Client shall comply with all rules and directions provided by Provider in writing prior to the Event.

3.2 Capacity and Conduct. Client agrees that the maximum number of attendees shall not exceed and shall ensure orderly conduct at all times.

4. FACILITIES, EQUIPMENT AND ACCESS

4.1 Provider will provide access to the Facility areas checked below for the Event. Client shall not use areas not checked without prior written consent.

Areas Requested: Auditorium Conference Room Gymnasium Kitchen Outdoor Grounds Other:

4.2 Equipment. Any equipment to be used by Client shall be listed in advance and is subject to approval. Provider is not responsible for Client's equipment or property brought onto the Facility.

5. FEES; PAYMENT; SECURITY DEPOSIT

Rental Fee Security Deposit Payment Terms

Client shall pay all fees and deposits in accordance with the Payment Terms. Failure to timely pay shall permit Provider to cancel this Agreement and retain the deposit as liquidated damages to the extent permitted by law.

6. CONDITION, CLEANING & RESTORATION

Client accepts the Facility in its present condition and shall return the Facility to Provider in the same condition, ordinary wear and tear excepted. Client shall be responsible for the cost of repairs or cleaning required as a result of Client's use beyond normal wear.

Estimated Restoration Costs (if any)

7. INSURANCE

7.1 Client shall, at its sole cost and expense, maintain commercial general liability insurance with limits of not less than per occurrence, naming Provider as additional insured if requested. Client shall provide proof of insurance no later than .

7.2 Provider reserves the right to require higher insurance limits or additional coverages for certain events, including but not limited to events with amplified sound, alcohol service, pyrotechnics, or large public attendance.

8. PERMITS; ALCOHOL; SECURITY

Client is responsible for obtaining and complying with all permits, licenses and approvals required for the Event, including permits for alcohol if applicable. Will alcoholic beverages be served or sold? Yes No

If alcohol will be present, Client shall provide evidence of appropriate permits and insurance and shall comply with all applicable laws and Provider's alcohol service policies.

9. CANCELLATION; RESCHEDULING

9.1 Cancellation by Client: Client may cancel the Event upon written notice to Provider. Refunds of fees and deposits shall be governed by the Payment Terms. Late cancellations may result in forfeiture of the security deposit.

9.2 Cancellation by Provider: Provider may cancel or reschedule the Event for safety, emergency, or other operational reasons and shall refund fees for any periods not used; Provider shall not be liable for consequential damages arising from such cancellation.

10. INDEMNIFICATION

Client shall indemnify, defend and hold harmless Provider, its officers, directors, employees and agents from and against any and all claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of or resulting from Client's use of the Facility, except to the extent caused by the gross negligence or willful misconduct of Provider.

11. LIMITATION OF LIABILITY

Except as prohibited by applicable law, neither party shall be liable to the other for incidental, consequential, punitive or special damages. Provider's aggregate liability for any claim arising from this Agreement shall not exceed the total fees actually paid by Client to Provider under this Agreement.

12. DEFAULT; TERMINATION

If either party materially breaches this Agreement and fails to cure such breach within ten (10) days after written notice, the non-breaching party may terminate this Agreement and pursue any remedies available at law or in equity.

13. NOTICES

All notices required or permitted hereunder shall be in writing and delivered to the addresses set forth below or to such other address as either party designates by written notice.

Provider Notice Address Client Notice Address

14. GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of . Any dispute arising out of or relating to this Agreement shall be resolved by the courts of competent jurisdiction in that state, unless the parties agree to mediation or arbitration in writing.

15. ENTIRE AGREEMENT; SEVERABILITY; AMENDMENT; WAIVER; COUNTERPARTS

15.1 Entire Agreement. This Agreement, including any attachments or schedules signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior proposals, negotiations and agreements.

15.2 Severability. If any provision of this Agreement is held unenforceable, the remaining provisions shall remain in full force and effect.

15.3 Amendment; Waiver. This Agreement may be amended only by a written instrument signed by both parties. Waiver of any breach shall not constitute a waiver of any other breach.

15.4 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same instrument.

16. MISCELLANEOUS PROVISIONS

16.1 Assignment. Client may not assign or transfer its rights or obligations under this Agreement without Provider's prior written consent.

16.2 Relationship of Parties. The parties are independent contractors and nothing in this Agreement shall create a joint venture, partnership or agency relationship.

ADMINISTRATIVE CONTACTS

Client Event Contact Name Client Contact Phone and Email On-site Event Manager (if different)

Client:

By:

Date:

Facility Provider:

By:

Date:

What a Facilities Use Agreement Form Is

A Facilities Use Agreement Form is a written contract that defines terms for temporary access to a facility, property, or space owned or controlled by an organization. It records parties, permitted dates and times, permitted uses, fees or in-kind consideration, liability allocation, insurance requirements, security and access rules, damage remediation procedures, and termination rights. The form creates a clear operational and legal record that reduces ambiguity for custodial staff, risk managers, and event organizers while establishing responsibilities for cleanup, repairs, and compliance with building policies.

Why this Form Matters for Risk and Operations

A Facilities Use Agreement Form protects property owners and users by documenting permissions, insurance, and liability allocation in clear, enforceable terms, aiding incident response and insurance claims.

Who Typically Completes a Facilities Use Agreement Form

Facilities managers, event coordinators, school administrators, nonprofit staff, and legal or risk personnel usually prepare or approve these agreements before granting access.

Facilities managers and operations staff who schedule and enforce building use rules.
Event organizers or third-party vendors requesting temporary access for activities.
Legal, risk, or procurement teams approving terms for insurance and indemnity.

Signers include authorized organizational representatives and the requesting party; witnesses or notarization may be required depending on local practice or institutional policy.

Core Sections to Include in a Professional Agreement

A complete Facilities Use Agreement Form organizes operational and legal details so both parties understand obligations, risk allocation, and logistics before access is granted.

Parties

Full legal names and contact information for the facility owner/operator and the requesting organization or individual, including billing and emergency contacts.

Scope of Use

Precise description of permitted activities, areas of the facility covered, hours of use, occupancy limits, and any equipment or utilities included.

Term and Schedule

Start and end dates and daily hours, setup and takedown windows, and conditions for extension or cancellation.

Fees and Payment

Rental amount, deposit requirements, payment schedule, accepted payment methods, and any refundable holdbacks for damages.

Insurance and Indemnity

Minimum liability insurance limits, certificate of insurance requirements, naming the owner as additional insured, and indemnification language.

Safety and Compliance

Security, fire code, ADA access, alcohol or food service rules, required permits, and responsibility for damages or violations.

Security and Compliance Items to Note

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

HIPAA: Compliant where PHI involved; BAA required

Audit Trail: Detailed timestamps and signer attribution

Access Controls: Role-based authentication recommended

Record Retention: Retention policies tied to regulatory needs

Accessibility: WCAG 2.0 Level AA considerations

Step-by-Step: Completing a Facilities Use Agreement

Follow these steps in order to prepare, review, and finalize a Facilities Use Agreement so permissions are clear and risk is managed.

01

Gather Details: Collect event scope, dates, attendance, and vendor contacts.
02

Select Terms: Set hours, fees, insurance, and access rules in the draft.
03

Internal Review: Route to legal and risk for indemnity and insurance review.
04

Execute: Obtain authorized signatures and distribute signed copies.

Typical Processing Flow for Approvals and Access

A standard approval flow reduces delays and documents decision points for scheduling, security, and billing staff.

Request Submitted: Requester provides event details and required attachments.
Operations Review: Facilities staff check availability and logistics.
Risk Review: Insurance and indemnity terms are verified by risk or legal.
Final Authorization: Authorized representative signs and confirms access instructions.

Configuring an Online Workflow for the Agreement

Set up a digital workflow that routes the form for review, collects attachments, and captures signatures in a verifiable audit trail.

Field	Configuration
Signature Field	Require signer name and date; set signer role.
Attachments	Require certificate of insurance PDF upload.
Approval Steps	Route to operations, then legal, then exec signer.
Reminders	Auto-send reminders at configurable intervals.

Technical Options for Sharing and Signing

Choose platforms that support secure file formats, audit trails, and required authentication levels for your organization.

File Formats: PDF and DOCX supported
Integrations: Salesforce, Google Workspace, NetSuite
Auth Methods: Email link, SMS code, or SSO

Key Timing and Deadline Considerations

Track scheduling, payment deadlines, insurance certificate due dates, and any municipal permit timelines to avoid last-minute cancellations or noncompliance.

Booking Lead Time:

Reserve space with adequate lead time per facility policy (commonly 2–8 weeks).

Deposit Due:

Deposit due upon approval or per contract schedule to secure dates.

Insurance Certificate:

COI typically required before access; allow time for insurer processing.

Permit Deadlines:

Local permits may require 2–4 weeks for review and issuance.

Final Payment:

Final fees due by agreed date, often before event start.

Common Preparation Mistakes to Avoid

Failing to specify hours for setup and takedown, which can create disputes about overtime charges and security coverage.
Accepting vague insurance language instead of requiring a certificate naming the facility as additional insured and listing minimum limits.
Overlooking municipal permits or license requirements for food, alcohol, live music, or occupancy, which can lead to fines or shutdowns.
Using general indemnity language without defining negligence or breach carve-outs, increasing litigation risk and uncertainty.

Potential Legal and Financial Consequences

Contract Disputes: Damages and litigation risk

Permit Violations: Fines and event stoppage

Insurance Gaps: Claim denials for missing COI

Property Damage: Repair costs and loss of use

I-9/Employment: Paperwork fines (where staffing rules apply)

Tax Reporting: Incorrect fee reporting may trigger IRS inquiries

eSignature Vendor Comparison for Executing This Form

Comparison of common vendor features and starting price points for executing and managing signed Facilities Use Agreement Forms; signNow listed first per platform 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	Yes, 7-day trial	No	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	No cap	No cap	No cap

Real-World Examples of Facilities Use Agreements

These short examples illustrate how organizations adapt the form to operational and compliance needs.

Optica Ventures LLC

A small property manager formalized recurring tenant event permissions to reduce disputes and streamline approvals.

Focused on recurring scheduling and damage remediation.
Brian Fitzgibbons, COO, noted the interface made execution simpler for staff and customers while preserving clear responsibilities for cleanup and insurance.

Martin Properties

A regional manager used the form for pop-up retail events to collect COIs and deposits upfront.

Required proof of insurance and security staffing.
Tim Martin, Founder, reported processing and executing documents online improved compliance and allowed events to proceed without in-person paperwork delays.

Frequently Asked Questions and Practical Answers

Answers to common questions about completing, signing, and enforcing a Facilities Use Agreement Form in U.S. jurisdictions.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures that meet the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA or ESRA requirements are generally enforceable, provided intent, consent, attribution, and retention are satisfied.
When is notarization required?
Notarization is rarely required for ordinary facilities agreements, but certain transactions or institutional policies may request notarized signatures; check state or organizational rules before execution.
What insurance should be requested?
Require a Certificate of Insurance with minimum liability limits and list the facility owner as additional insured; tailor limits based on event risk and facility policy.
How should I handle minors or student events?
Include parental permission exhibits and FERPA-aware privacy measures for student involvement; obtain additional waivers or chaperone requirements as needed.
What happens if a signer’s name differs on insurance?
Mismatched names can result in claim denials; verify legal entity names on COIs and request endorsements that clearly name the insured and additional insured parties.
How long should records be kept?
Retain executed agreements for the contract term plus at least three years; follow IRS (IRC §6501(a)) and HIPAA (45 CFR §164.530(j)) retention rules where applicable.

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