Establishing secure connection…Loading editor…Preparing document…

Facility Use Addendum

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

FACILITY USE ADDENDUM

Parties

This Facility Use Addendum (the "Addendum") is entered into between Facility Owner: with address: and Facility User: with address: .

WHEREAS

WHEREAS, Facility Owner owns or controls the premises and facilities located at (the "Facility");

WHEREAS, Facility User desires to use certain portions of the Facility for the purposes described in this Addendum and Owner is willing to permit such use on the terms and conditions set forth herein;

WHEREAS, this Addendum supplements and modifies the existing Agreement between the parties dated and is binding as set forth below.

Scope of Use

Facility User is authorized to use the Facility only as described in this section. Use outside the described scope requires prior written consent of Facility Owner.

Facilities, Access and Services

The following areas, equipment and services are included in the permitted use. Check all that apply and specify limitations where necessary.

Main Hall    Meeting Room    Kitchen    Parking Lot

Payment Terms

Facility User shall pay Facility Owner the fees and deposits set forth below in consideration for the use granted by this Addendum.

Insurance and Indemnity

Facility User shall, at its sole cost, procure and maintain commercial general liability insurance with limits not less than those agreed between the parties. Facility User shall name Facility Owner as an additional insured where required by Owner and shall provide certificates evidencing such coverage prior to use. Facility User shall indemnify, defend and hold harmless Facility Owner, its officers, agents and employees from and against all claims, liabilities, losses, damages and expenses (including reasonable attorneys' fees) arising out of or related to Facility User's use of the Facility, except to the extent caused by Facility Owner's gross negligence or willful misconduct.

Compliance with Laws and Facility Rules

Facility User shall comply with all federal, state and local laws, ordinances, codes, rules and regulations applicable to its use of the Facility. Facility User shall also abide by Facility Owner's standard facility rules and any safety or security instructions provided by Owner, including but not limited to occupancy limits, fire and safety procedures, and permitted hours of use.

Damage; Repairs; Security Deposit

Facility User shall be responsible for any loss or damage to the Facility resulting from its use. Facility Owner may apply the deposit toward repair of damage and other sums due. If repair costs exceed the deposit, Facility User shall promptly pay the excess upon demand.

Term and Termination

This Addendum commences on and, unless earlier terminated in accordance with this Addendum, shall terminate on .

Either party may terminate this Addendum for convenience upon written notice of to the other party. Facility Owner may immediately terminate this Addendum for material breach by Facility User, including failure to pay fees, failure to maintain required insurance, or repeated violation of facility rules.

Confidentiality

Each party shall treat as confidential all non-public business information disclosed by the other party in connection with this Addendum and shall not disclose such information to any third party except to its employees, contractors or advisors who need to know and who are bound by confidentiality obligations no less protective than those set forth herein. Confidential information shall not include information that is publicly available or that the receiving party can demonstrate was already known to it without restriction prior to disclosure.

Governing Law; Dispute Resolution

This Addendum shall be governed by and construed in accordance with the laws of the State of without regard to conflict of law principles. Any dispute arising out of or relating to this Addendum shall be resolved in the courts located within said state, and each party hereby consents to the exclusive jurisdiction and venue of those courts.

Entire Agreement; Amendment

This Addendum, together with the underlying Agreement identified above, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings and agreements. This Addendum may be amended only by a written instrument executed by both parties.

Severability; Notices

If any provision of this Addendum is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Notices under this Addendum shall be sent to the addresses set forth above or to such other address as a party designates by written notice to the other.

Acknowledgment

By signing below, each party certifies that the person signing has authority to bind the party, that the information provided is accurate, and that the party agrees to be bound by the terms of this Addendum.

Facility Owner:

By:

Date:

Facility User:

By:

Date:

Enter text✕

What a Facility Use Addendum Is and When It Applies

A Facility Use Addendum is a short-form contract appended to a main agreement that defines temporary access, permitted activities, fees, insurance, and operational rules for using a physical space. It records the facility description, dates and times of use, payment terms, security and insurance obligations, and any special conditions such as cleanup, parking, or guest limits. Organizations use it to create clear expectations between facility owners or managers and users, and to provide a referenceable record for risk management, invoicing, and compliance with local permits or venue policies.

Why the Facility Use Addendum Matters

A concise addendum reduces ambiguity about permitted use, protects owners and users with defined insurance and indemnity terms, and speeds approvals by centralizing operational details in one attachment to the primary agreement.

Why the Facility Use Addendum Matters

Who Typically Completes a Facility Use Addendum

Small organizations, venue managers, and legal teams commonly complete the addendum before events or short-term occupancy.

  • Venue Manager or Facilities Director who coordinates bookings and enforces facility rules.
  • Event Organizer or Renting Party who confirms times, payment, and insurance coverage.
  • Legal or Risk Manager who reviews indemnity, licensing, and permit compliance.

Core Elements Included in a Professional Addendum

A well-drafted Facility Use Addendum organizes responsibilities and operational details into clear sections so all parties can confirm scope, limits, and remedies before use.

Parties & Purpose

Names of owner/manager and user; concise description of permitted activities and any prohibited actions to avoid scope disputes.

Facility Details

Precise address, room or zone identification, capacity limits, facility amenities included, and any restricted areas to prevent misunderstandings.

Dates and Times

Start and end dates, plus setup and cleanup windows, with time zone notation where relevant to control access.

Fees and Deposits

Itemized rental fees, deposit amounts, payment due dates, refund conditions, and late payment remedies for financial clarity.

Insurance

Required liability limits, certificate holder name, additional insured language, and deadline to deliver proof of insurance.

Indemnity & Compliance

Indemnification clause, safety and permit responsibilities, and any regulatory or venue-specific compliance obligations.

Step-by-Step: Completing the Addendum Before Use

Follow these sequential steps to prepare, review, and finalize the Facility Use Addendum so scheduling and compliance are resolved before the event.

  • 01
    Gather Details: Collect facility ID, dates, times, and expected headcount.
  • 02
    Confirm Fees: Agree on rental amounts, deposits, and payment schedule.
  • 03
    Verify Insurance: Obtain certificate and endorsements; confirm delivery deadline.
  • 04
    Sign and Distribute: Execute by authorized signers and circulate final signed copies to stakeholders.

How the Addendum Fits into Your Booking Workflow

This overview shows document flow from request to signed addendum to operational handoff so responsibilities are visible at each stage.

  • Request Submission: Requester submits event details and preliminary deposit, triggering review.
  • Draft Addendum: Manager prepares addendum populated with confirmed details.
  • Review & Revise: Parties review clauses, negotiate changes, and record approvals.
  • Execution & Handoff: Signed addendum is archived and operations staff receive access instructions.

Setting Up an Online Workflow for Facility Use Addenda

Map the online workflow to these fields to streamline routing, authentication, and document storage.

Field Configuration
Request Intake Form with required fields, validation, and file attachments.
Approval Routing Sequential signers: manager → risk → finance; add conditional approver rules.
Authentication Email links with optional SMS OTP or organization SSO for signers.
Archive Store final PDF with searchable metadata and audit trail.

Technical Considerations for eSigning and eSubmission

Confirm the eSignature platform supports required security, authentication, and integrations before relying on digital execution.

  • File Formats: PDF, DOCX supported
  • Integrations: CRM and storage connectors
  • Authentication: Email, SMS OTP, SSO

Common eSignature Pricing and Feature Comparison for Facility Addenda

Compare core price points and feature availability for commonly used eSignature vendors; signNow appears first as a baseline for cost and capability comparison.

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 Yes, limited Yes, limited
Bulk Send Yes (bulk send available) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Essential Data Fields Every Addendum Should Include

Parties: Owner name | User name
Facility: Address | Room ID
Timing: Start/end dates
Use Purpose: Permitted activities
Payments: Fees and deposit terms
Insurance: Limits and certificate

Common Legal and Operational Risks If the Addendum Is Incorrect

Breach Liability: Damages and litigation
Insurance Gap: Claims not covered
Permit Violations: Fines or event shutdown
Payment Disputes: Collection costs
Notarization Defect: Enforceability risk
Data Exposure: Privacy penalties

Frequent Preparation Errors to Avoid

  • Mismatched party names between the addendum and the main agreement cause insurance and payment rejections and may delay enforcement.
  • Failure to require a certificate of insurance with correct endorsements often leaves the facility owner exposed to uncovered claims.
  • Unclear start, end, or setup/cleanup windows lead to disputes about extra-hours charges and access conflicts with other users.
  • Not confirming local permit requirements or noise ordinances in advance can result in fines or event cancellation by authorities.

Example Use Cases Illustrating Addendum Variations

These real-world examples show how organizations adapt a Facility Use Addendum for different operational needs and risks.

Community Center Rental

A nonprofit booked a gym for youth sports

  • Required proof of $1M GL and additional insured
  • The addendum added a cleanup fee and restricted use after 9:00 PM, which prevented a scheduling dispute and clarified refund conditions.

School Facility Event

A booster club requested a cafeteria for a fundraiser

  • District required background checks and a certificate naming the district as certificate holder
  • The district's addendum included indemnity, vendor insurance limits, and explicit student-supervision responsibilities to comply with district policy.

Key Deadlines to Track When Processing an Addendum

Track these common deadlines to avoid processing delays or noncompliance before an event or occupancy.

Request Lead Time:

Submit booking request at least 30 days before event

Insurance Delivery:

Certificate due 14 days prior to event

Deposit Deadline:

Deposit due upon booking or within 7 days

Final Payment:

Final balance due 7 days before start

Cancellation Notice:

Provide at least 14–30 days to qualify for partial refund

Frequently Asked Questions About Facility Use Addenda

Answers to common questions about signature, notarization, insurance, cancellations, and retention for Facility Use Addenda.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users